This article contains information that is helpful for Headway providers. If you are a client and have questions about virtual sessions, check out our article for clients: First appointment with therapist.
Table of Contents
How do I add a virtual session to my calendar?
In order to add a telehealth session, go to your calendar and create a session and choose Virtual (Telehealth) as the location.
Does Headway provide a video link for virtual sessions?
Providers are responsible for providing their own dial-in instructions or link ahead of the session and can use any compliant platform.
What video platforms does Headway recommend?
Get started with any of these recommended compliant platforms:
How do I keep my sessions compliant?
Be sure the telehealth platform you use is HIPAA (Health Insurance Portability and Accountability Act) compliant. This law is designed to provide privacy standards to protect clients' medical records and other health information provided to health plans, doctors, hospitals and other health care providers. A BAA (Business Associate Agreement) must be signed between you and any platform that stores PHI (Protected Health information).
The video platform you choose uses the https protocol (i.e. the URL starts with “https://” instead of “http://”) — this indicates that the web session information is encrypted between yourself, the client, and the platform’s servers. Encrypting data stops bad actors from potentially intercepting sensitive information as it's being transmitted over the web.
Video services must offer a default private room or a waiting room setting so that you control when/who joins the call. This ensures clients will never overlap.
How do I set up a waiting room?
Here’s how to set up a waiting room on some commonly used platforms:
- Within Zoom, select the “Meetings” tab.
- Navigate to “My Personal Meeting ID".
- Click “Edit”.
- Check the box for “Waiting Room: Only users admitted by the host can join the meeting”
- Doxy’s setting will include a waiting room by default.
- To customize this feature, you can upgrade to their paid plan.
FaceTime or other phone video calls are not an accepted/protected platform for telehealth services.
How do I add my telehealth video link to Headway?
Add your unique telehealth platform to link sessions directly through Headway. Here’s how:
- Go to your calendar.
- Within Settings, visit the Locations tab.
- Paste in your default telehealth link, You'll have the option to add specific instructions for clients to read prior to joining sessions.
- Within your chosen telehealth platform, set up a default waiting room to ensure clients never overlap.
We'll include your telehealth link in client communications (session reminders and appointment confirmations) and the appointments page in their Headway account.
This link will also be accessible to you directly from your Sigmund portal within each calendar event. If you've exported your Sigmund calendar to another platform, you'll also have access to the link directly in the external calendar.