Group practices

Updated

Starting a group practice with Headway

The first step is to identify an administrator (admin) for the group account. The admin can be the group owner, sole practitioner, or other admins. *

Each admin will need to create a Headway client account

All admin requests must be approved by the group owner / provider, and cannot be added without their consent.


To get started:

  1. Confirm the email address to be used for the admin account
  2. If email address is not yet tied to a Headway account, then:
    • Create a client account by going to the Headway website.
    • Don't fill out the fields asking for your insurance, payment, and provider search criteria.
    • Then verify your account and email address.
  3. Notify us via our contact form of the following:
    • Group name - If you do not have a formal group practice name, we can use the group owner’s first and last name, as this is for administrative purposes only.
    • Group admins - Please include the full name and email address for all assigned admins.
    • Any existing providers in the group (non-admins) - Be sure to specify if the providers being added are new to Headway, or are already set up. If not already setup, please specify their name(s), unique email address(es) and license type(s).

You may add as many admins to your group practice as you would like. Each admin must follow the same account creation flow, referenced above.

 

* As a note, group practice owners are responsible for any actions taken on their account by an associated admin account.

 

Access levels within a group practice

Users in a group practice are assigned as providers, admins, or both.

For a provider in the group without admin access, they will have access to:

  • Calendars with full scheduling access and ability to confirm session details (though sometimes group admins will handle this—it's up to you!)
  • Client list with the ability to add clients
  • Messaging portal
  • Insurance status tab
  • Profile settings (including photo, name, specializations, languages, highlights, bio, education, demographics)
  • Address settings and ability to add a practice location)
  • Individual provider intake form

Users with admin access will have access to:

  • Calendars with full scheduling access and ability to confirm session details
  • Client list with the ability to add clients
  • Messaging portal
  • Insurance status tab
  • Profile settings (including photo, name, specializations, languages, highlights, bio, education, demographics)
  • Address settings and ability to add a practice location)
  • Payments tab, including payment date, amount, and the client it is for
  • Ability to choose between being shown in search versus hidden in search
  • Intake session length settings
  • Client age range settings
  • Booking preferences (e.g. defaulting to phone consults or appointments by specialization)
  • Billing settings (e.g. cancellation policy, bank account, and ID verification)
  • Account settings (e.g. contact email and phone number)
  • Rates

 

Group practice payments

Group practices will always have payments from Headway funneled into one user's (typically the group owner’s) bank account—we leave the smaller details of what you would pay them up to you.

Just like with individual accounts, group practices get paid as follows:

  • Sessions confirmed on the 1st - 15th of the month would be paid to you on the last day of that month.
  • Sessions confirmed on the 16th - last day of the month would be paid to you on the 15th of the next month.

It's important to note that sometimes the actual payment takes an extra day or two to get to you just due to bank processing or holidays.

 

Adding new providers to your group

At this time, we require all requests to add new clinicians to a group practice come directly from the group’s owner. Group owners can reach out to us with the following information, and we will be happy to assist them. 

  1. New clinician full name
  2. New clinician license type
  3. New clinician email address

 

Removing providers from your group

The group's admin, not the individual provider, will need to be the one to contact us directly.

Please reach out after your group has received its last payout from sessions conducted by this provider and confirm the following:

  • Reason provider is leaving group practice
  • All of the provider's sessions have been confirmed
  • All of the provider's payouts have been received

Once you reach out and provide this information, our team will begin the removal process. 

 

Transferring clients between clinicians within a group practice

  1. Archive that client from their initial provider’s client roster
  2. Navigate to the new provider’s client roster
  3. Select “Add Client"
  4. Once you populate this client’s email address into the dialogue box, our system will automatically recognize that they have an account and they will be added to the new provider’s client list

 

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