Getting client referrals

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How are clients matched with me on Headway?

Provider matching is top priority for us––we know the many roadblocks clients can face when searching for support. With this in mind, we’ve put a few steps in place to make sure finding the right fit is a seamless process for both our clients and providers: 

  1. Clients fill out a matching questionnaire that includes demographic, age, and location preferences. They then self-diagnose their presenting problem(s) which we use to match with provider specialties
  2. We offer our providers a few options for adjusting the type of appointment clients can book. Providers can decide if clients are able to book full sessions or a phone consultation

What do clients see when booking with a provider?




   3. 48 hour booking restriction–clients aren’t able to book within 48 hours to make sure providers have ample notice and time to connect with clients prior to appointments if needed. 

   4. Only providers can set recurring appointments on their calendar—clients cannot.


How can I start building my caseload with Headway referrals?

There are a few ways to build your caseload through Headway, depending on your region. You can do so by setting up your profile, sharing your profile link, and adding openings to your calendar so clients can book with you.

Set up and share your profile

Your profile (found in Settings) represents you on Headway — clients will see this when booking with you to learn more about your practice and approach. You have a unique URL you can share anywhere, which will allow clients to see your available time slots and book.

Tip: Share your profile link on your Psychology Today profile or anywhere you're listed to direct more prospective clients to book with you, and be sure advertise which plans you can accept with us. We've found this really helps with building a caseload quickly.

To setup your profile, be sure to add your photo, statement, and highlights.

Add your working hours

Prospective clients will be able to book with you only if you have available working hours on your calendar. 

When you meet a clients entered criteria, they can view your profile before scheduling. You can manage the settings for what types of clients can book with you in the referrals tab.

How do I set up and edit my account so clients can book with me?

Your Headway profile helps clients learn more about you and your practice before booking. It can be accessed through your direct URL (which you can share anywhere) or through Headway search  results.

Visit your Settings and click the "Profile" tab to edit yours anytime.

You can update your photo, personal statement/highlights, specialties, education, and demographics.

To preview your page, click "View" next to your Profile Link at the top. We encourage to share your link on your Psychology Today profile or anywhere else you're listed!

How do I share my Headway Profile Link so clients can book with me?

Your Headway Profile Link is your unique page with unique URL that clients can view to learn more about you and book with you directly.

To share this link, go to the Profile tab in settings, highlight the URL in the Profile Link section, right click on that text, and click "Copy." You may also use the keyboard shortcuts Ctrl+C on Windows or Cmd+C on Mac.


Once you copy your Profile Link, you can paste this anywhere else you would like! Many of our providers update their other online profiles, such as Psychology Today, to include this link. You may also share this link with your colleagues. That way, if they ever need to refer a client they are seeing to you, they can very easily do so.

I got a referral — what's next?

Congrats on your client referral! Here's what to do next:

In the top right corner of your calendar, click the referral icon (it's a person with a plus sign) — this will show the name, age, and appointment type of the client, plus any note they included. 
From here, you can choose to message the client, switch the session type to a call, or cancel right from this window. To see more details, you can click the event right from your calendar.

We'll email and notify you in your provider portal anytime you have a new referral. While you're not required to confirm referrals, we do ask that if you're not able to see the client, you cancel and message them quickly. The client will then be able to find another option.

What if I get a referral that's not a good match?

We have a 90% second appointment rate for all of our clients at Headway. We also recommend that clients take their time to find the right therapist. 

If you meet with the client and believe that you are not best suited to support them based on your expertise or level of acuity, please contact us.

If the client believes that the therapist is not the right fit, we encourage them to either:

    1. Contact us and we will connect with them via phone 
    2. Use our matching process in their Headway account 

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