Using your Employee Assistance Program (EAP) sessions on Headway

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What is an EAP?

The Employee Assistance Program (EAP) is a health and wellness service paid for by an employer. It is designed to provide assessment and referral, as well as a brief counseling intervention for members and/or their families.
 

What EAPs does Headway accept?

Headway can enter EAP info for clients with Optum (except in Massachusetts) or Cigna plans nationwide.
 

Can I use my EAP with any provider on Headway?

Insurance companies have some restrictions put in place when it comes to using EAPs.
 
For Optum, only master level providers (i.e. master’s level Psychologist, LCSW, LPC, LMHCs) can accept EAPs. Optum does not allow doctoral level Psychologists (i.e. PhD, PsyD), Nurse Practitioners, or Psychiatrists (i.e. MD, DO) to accept EAPs through Headway.
 
For Cigna, doctoral level Psychologists or master’s level clinicians can accept these EAPs. Cigna does not allow Nurse Practitioners or Psychiatrists to accept Cigna EAPs.
 

  Providers can choose not to accept EAPs. You should always notify your provider ahead of time, to let them know that you will be utilizing an EAP..

 

How do I add my EAP sessions to my Headway profile?

Headway can add your EAP sessions into the system for you! We will need you to reach out to your EAP program and obtain the following information in the form of a letter from their insurance company or a screenshot [full screen] taken from the insurance portal. Typing the EAP details in the body of an email will not be accepted.  Samples of acceptable documents can be found below, and must include the following:

  • Authorization number
  • Effective date
  • Expiration date
  • Valid sessions

Other information to send when reaching out, includes:

  • EAP sponsor (if not clear in the letter)
  • EAP Member ID if different from the primary ID (if encrypted / not visible on the letter)
  • Number of sessions used, if any [For Cigna, if used sessions are with a different provider, a new authorization must be obtained]

Important

We do not obtain EAP information as part of a general benefits verification. Therefore, the above information must be shared with Headway (either directly from you, or by way of your provider) ahead of time to ensure accurate billing.

 

My family member is also using Headway. Can I share my EAP sessions with them?


A single EAP is authorized for use for one specific member. The EAP authorization may not be used for multiple family members, even if they are on the same plan.


If I have an EAP on file, why is Headway still asking for a payment method? I thought my sessions were fully covered!


Even while being seen under an EAP, we require a payment method on file, in the event of a late cancellation (not covered by insurance).  


After EAP sessions are used, your regular insurance benefits will process automatically, and you will be charged the appropriate patient responsibility.  If you do not have general benefits beyond your EAP coverage, you will need to reach out to your insurance carrier to obtain a new authorization number in order to continue using Headway.
 
 
 

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