Confirming sessions

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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!



How do I confirm a session?

Once you've had the session, click on it in your calendar. Then, click "Confirm session details."

We'll need a CPT code and a diagnosis to confirm the session and submit it to the insurance companies. Notes are optional here (we require that you take notes, but you are not required to take them in our system).

Your client will be billed the day after you confirm the details of your session.


How do I edit an appointment I've already confirmed?

You can modify session details for 48 hours after confirming by following the below steps:

  1. Click the session on your calendar.
  2. Click Modify session details.
  3. Make any changes to date/time/location, CPT or DX code and save.

If it's past the 2 day window, reach out to us and we can help.


When should I confirm a session?

You should always schedule sessions in advance and confirm promptly after the session occurs. It's a provider's responsibility to do this as soon as possible so that:

  • Headway can confirm that the client's insurance plan actually covers the session.
  • The claim isn't denied for being filed outside of timely filing limits (i.e. 90 days).

Please note that you won't be able to confirm a session or be paid until after a client has their payment method, acknowledgement of standard forms, and a verified insurance plan on file.

Our provider responsibility policy covers this in more detail—you'll also find additional details on Headway's guidelines there!


I accidentally confirmed a session that didn't happen—how do I cancel the claim?

While you can edit a session within 48 hours of confirming the session, if you need to cancel an already confirmed session, please contact us directly. Our team can take it from there and make sure that the client's claim gets cancelled.

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