This article contains information that is helpful for Headway providers. If you are a client and have questions, check out our support articles for clients!

Headway is partnering with CAQH (Council for Affordable Quality Healthcare) to make your credentialing process as smooth as possible.

Instead of having to copy your information twice (once into CAQH and once into our form), we pre-load your CAQH information for you into our form. Additionally, to ensure that we collect your information accurately and completely, our form will notify you when there are elements missing from your CAQH account that will need to be added in order for our insurance partners to credential you.


You can use this article to guide you through filling out any missing information in your CAQH profile. See the FAQ section for answers to commonly asked questions.

 

 

What is CAQH?

The Council for Affordable Quality Healthcare (CAQH) is an online application used in the credentialing process with insurance payers. In order to get you credentialed, payers will pull information from your CAQH account. If the information looks incomplete or does not meet the payers’ requirements, your credentialing process could be extended for weeks, and could even be denied by payers. That’s why our system reviews your CAQH account during the intake process to make sure it is ready to go! 

What if I don’t have a CAQH account?

If you do not have a CAQH account, you will need to make one in order to be credentialed with insurance. You can create an account on the CAQH website.

  • You will need the following materials:
  • Current malpractice insurance policy, and future one if current policy will expire in the next 30 days
  • State license
  • DEA certificate, if you are a prescriber of controlled substances
  • CDS certificate, if you are a prescriber of controlled substances in a state that requires CDS licensure: DC, IL, MD, MA, MI (MD / DO only), NJ

When you fill in your account, you will be prompted to answer a number of required questions in the “Profile Data” section of the account. Once you complete that section, you will need to re-attest your account by clicking the red button in the image below (it will be towards the top right of your screen):

caqh_intro_1.png

When you have completed that and re-attested your account, you must also navigate to the “Documents” section of your account (see image below) and complete all required documents:

caqh_intro_2.png

At this point, you must upload all required documents to your CAQH account. Your account cannot be processed by Headway until you complete this step.

Once you have uploaded all of the documents (this will typically include your malpractice policy and state authorization forms but may require other documents), you need to re-attest your account again.

caqh_intro_1.png

For first-time users of CAQH, it will take approximately 2 business days for CAQH to process your documents. Unfortunately, you can only begin the Headway credentialing process once the documents have been approved by CAQH. If you try to link your account to your Headway intake form before the CAQH account is complete, you will receive an error message. If you are experiencing issues with uploading your documents, please reach out directly to CAQH support

Once the documents section has been approved, you will be able to get started on the Headway intake form by linking your NPI and CAQH account!

 

Do I have to pay for my CAQH account?

No – CAQH is 100% free! You will never have to pay for this service.

 

Adding Headway’s Email and Practice Location to Your Profile

This takes most providers 10-15 minutes to complete

 

First, add Headway's Email Address:

    1. Navigate to your CAQH account and log in using your CAQH username and password. 
      1. Trouble logging in? You can verify your username here and reset your password here. You can also verify your CAQH ID using this link.
    2. Select Profile Data > Personal Information
    3. Scroll down to Contact Information and select the red “Add” button under “Additional Emails”.
    4. Enter in the email: “payers@headway.co”.
      Image1.png
    5. Move to the bottom of the page and select “Save and Continue.”

 

Next, add Headway's practice location.

  1. Navigate to your CAQH account.
  2. Select Profile Data > Practice Locations.
  3. Click the blue “Add Location” button near the top right of the page.Image2.png
  4. Practice Details:

    Important Note

    You can use the following fields to complete Headway’s practice location information. The fields below are the only ones you'll need to fill out – you can skip over any additional fields that come up while completing this information.

    • Practice Location Name: Please see your intake questionnaire for this information for your state.
    • Location Address: Please input the address at which you practice, as long as it is located in the state for which you are joining Headway. If you are a virtual-only provider, please put in Headway’s address. Please see your intake questionnaire for Headway’s address in your license state.
    • Appointment Phone Number: (646) 453-6777
    • Tax ID: Please see your intake questionnaire for this information for your state.
    • Type of Tax ID?: Group
    • Organization (Type 2) NPI: Please see your intake questionnaire for this information for your state.Screen_Shot_2022-10-13_at_11.52.22_AM.pngScreen_Shot_2022-10-13_at_11.52.32_AM.png
  5. Scroll down to the bottom of the page and select “Save and Continue” in CAQH to move onto the next page, titled “Provider at the Location.”

  6. Provider at the Location tab:
      • Please describe your affiliation with this location:
        • Select the option: I see patients by appointment at least one day per week on a regular basis. (Marking this answer is a simple technicality and does not oblige you to see patients at any specific frequency).
      • Provider’s Start Date: Insert today’s date
      • Is this your primary practice?
        • If you have an existing primary practice in your account, select “No.”
        • If you do not have an existing primary practice in your account, select "Yes."
      • Specialty: Select the dropdown menu and select the provider type that is available to you. If nothing is available, please navigate to the “Specialties” section on the left sidebar and ensure your specialty details are properly entered.
      • Health Plan Participation: Select “I don’t know” for all options (Ignore this step if a Health Plan Participation section is not visible on your profile)
      • Do you accept new patients at this practice location?: Yes
      • Do you accept existing patients with change of payor at this location?: Yes
      • Do you accept new Medicare patients at this location?: No
      • Do you accept new Medicaid patients at this location? No
      • Do you accept new patients from physician referrals (i.e., referring letter) at this location?: Yes
      • Does the above information vary by health plan?: No
        Screen_Shot_2022-10-13_at_2.03.26_PM.pngScreen_Shot_2022-10-13_at_2.04.03_PM.png

 

Scroll down to the bottom of the page and select “Save and Continue” in CAQH. This will move you to the next page, titled “Services and Resources.”

  1. Tick the "I provide telehealth services" box if you do provide these services.
      • Do you use a telehealth application or platform that is compliant with the Health Insurance Portability and Accountability Act (HIPAA)?: Yes

        Important Note

        Please note that all Headway providers are required to use HIPAA-compliant platforms for telehealth appointments.

      • Telehealth Service Type: Select all formats of telehealth which you provide by checking the boxes.
  2. Scroll down to “Office Personnel” and select the red “Add” button next to “Add an Office Manager, Business Staff Contact, or other staff member.” In the pop-up window, you can fill in the following:
      • What support does this person provide?: Office Manager/Business Staff Contact
      • For First Name, Last Name, Phone number, and Email Address fields: please see your intake questionnaire for this information in your license state.
  3. Select “Continue”, and then “Save and Complete” at the bottom of the page.
    Screen_Shot_2022-10-13_at_2.07.22_PM.pngScreen_Shot_2022-10-13_at_2.07.33_PM.pngScreen_Shot_2022-10-13_at_2.07.42_PM.png

 

Adding Education Details in CAQH

This takes most providers around 5 minutes to complete.

 

Navigate to your CAQH account

  1. Select Profile Data > Education & Professional Training.
  2. Click the red “Add” button next to “Enter an education record” and below the “Education” subheader.
    edu1.png
  3. Enter in all the required fields that are marked with a red asterisk (*).

    Note

    The only education record that CAQH needs is your highest completed degree. For example, if you have a BA and an MA, only the MA will be required for your credentialing process. Please do not include any degrees that you have not completed.

    edu2.png
  4. When you are done, select “Save and Continue” at the bottom of the page.
    edu3.png

 

Adding Employment Details in CAQH

This takes most providers around 5 minutes to complete.

 

You’ll need to account for the previous 5 years of employment history in your CAQH application. Our insurance partners have different requirements for this step, depending on your state. If you're in

Illinois:
You’ll need to provide an explanation for any work gaps longer than 30 days.
North Carolina:
You’ll need to provide an explanation for any work gaps longer than 90 days.
Any other state:
You’ll need to provide an explanation for any work gaps longer than 6 months.

 

Navigate to your CAQH account

  1. Select Profile Data > Employment Information.
  2. Click the red “Add” button next to “Add an Employment Information Record” and below the “Employment Records” subheader.
    emp1.png
  3. Complete all the required fields that are marked with a red asterisk (*).

     You may want to reference a copy of your Certificate of Insurance in order to complete these fields correctly, as all of the information is available on the certificate.

    emp2.png
  4. When you are finished, select “Save and Continue” at the bottom of the page.
    emp3.png

 

Adding / Updating License Details in CAQH

This takes most providers around 5 minutes to complete.

 

Adding a license

Navigate to your CAQH account

  1. Select Profile Data > Professional IDs.
  2. Click the red “Add” button a bit below the “Professional License” Header.
    lic1.png
  3. Complete your license details in the pop-up window.
    lic2.png
  4. When you are done, select “Continue” and the pop-up window will close.
  5. Make sure to scroll down to the bottom of the page and click “Save and Continue” when you are done editing your license details and any other information on the Professional IDs page.

 

Updating a license

Navigate to your CAQH account

  1. Select Profile Data > Professional IDs.
  2. Next to the license that you would like to update, select “Edit” on the right hand side.
    lic3.png
  3. Update your license details in the pop-up window.
    lic4.png
  4. When you are done, select “Continue” and the pop-up window will close.
  5. Make sure to scroll down to the bottom of the page and click “Save and Continue” when you are done editing your license details and any other information on the Professional IDs page.

 

Adding Professional Liability Details in CAQH

This takes most providers around 5 minutes to complete.

Note

Detailed requirements for your malpractice policy can be found in our Certificates of Insurance article.

Navigate to your CAQH account

  1. Select Profile Data > Professional Liability Insurance.
  2. Click the red “Add” button next to “Please enter at least one insurance policy” and below the “Insurance Coverage” subheader.
    • You will need to have a valid malpractice policy in order to be credentialed with Headway.profli1.png
  3. Complete all the required fields that are marked with a red asterisk (*).

     You may want to reference a copy of your Certificate of Insurance in order to complete these fields correctly, as all of the information is available on the certificate.

    profli3.pngprofli2.png
  4. When you are done, select “Save and Continue” at the bottom of the page.
    profli4.png

 

FAQ

 

How do I find my CAQH ID?

If you do not know your CAQH ID, you can retrieve it at this link.

If you are still having trouble, please reach out to your Provider Growth Associate at Headway and they will assist you with identifying the ID.

 

How do I find my username?

If you do not know your username for CAQH, please use this link to retrieve your username using your CAQH ID.

 

How do I find my password?

If you do not know your password for CAQH, please use this link to retrieve your password using your CAQH username.

 

How do I change the email address associated with my CAQH account?

If you discover while resetting your password that your account is registered to an email address to which you do not have access, please call CAQH at 888-599-1771 in order to adjust the email address on your account.

 

I have duplicate CAQH accounts. How do I merge them?

If you have more than one CAQH account, you will need to merge the accounts in order to move forward with credentialing. You can do this by calling CAQH at 888-599-1771. This can take up to a few days.

 

I am new to CAQH and the Headway intake form is giving me an error when I try to link my new CAQH account. What's wrong?

If you have just re-attested your CAQH account for the first time, please navigate to the documents section of your CAQH account to ensure that you have properly uploaded all required documents in that section; this will typically include your malpractice policy and state authorization forms, but may include other documents. Once this is complete, re-attest your account again to make sure the documents will be reviewed.

Then, sit tight! CAQH takes about 2 business days to review the documents in your account. Once they approve the documents, you will be able to successfully link your CAQH account to your Headway profile. 

Articles in this section