How to Schedule and Confirm Your First Session on Headway

Last reviewed: October 30, 2026

Once your first insurance carrier approves you, you can start seeing clients through Headway. Headway handles billing and claims, but three things are on you: adding the client correctly, scheduling the session and confirming it afterwards. Miss the last step and you will not get paid.

Step 1: Add the client

1. Log in to Sigmund and open the Clients tab.
2. Click “Add client(s)”. To bring over several existing clients at once, use the three-dot menu to import them.
3. Enter the client’s first and last name, email and phone number.
4. Choose billing type: insurance or private pay.
5. Set the client’s telehealth location. This must be in a state where you are credentialed or the session cannot be confirmed later.
6. Choose which assessments to send, if any.
7. Choose whether to notify the client. If you do, Headway emails them a welcome message and an intake form where they add insurance and payment details.

Tip: ask clients to finish their intake before the first appointment so Headway can verify benefits and show them an estimated cost.

Step 2: Schedule the session

1. Open the Calendar tab.
2. Click a time slot or the “Add” button at the top left.
3. Select the client, then set date, time, duration and location (telehealth or office).
4. Click “Add”, then “Notify” to email the client the appointment details.

If you sync Sigmund with Google Calendar or Outlook, double-check that the session appears in both.

Step 3: Hold the session

For telehealth, Headway’s EHR includes embedded video. You can also use any HIPAA-compliant platform you prefer. Make sure you know where the client is physically located during the session, because licensure and insurance rules depend on it.

Step 4: Confirm the session

This is the step that triggers the claim and your payout.

1. Click the past session in your calendar.
2. Click “Confirm Details”.
3. Add the CPT code (for example, 90791 for an intake assessment). See our CPT code guide.
4. Add the diagnosis code (ICD-10).
5. Add your progress note, or use Headway’s note tools.
6. Save.

Headway then submits the claim a few days later and the session joins your next payout. Sessions confirmed on the 1st–15th are paid on the last day of the month; those confirmed on the 16th–end are paid on the 15th of next month.

Common first-session mistakes

• Not confirming the same day. Late confirmation can push payment back two weeks.
• Wrong telehealth location. The session cannot be confirmed if the client’s location is outside your credentialed states.
• Missing insurance details. The client may receive a full-cost bill if their coverage cannot be verified.
• Using the wrong CPT code for session length.
• No informed consent on file. Use the Form library to send consent and practice policies before session one.

Cancellations and no-shows

Set your cancellation policy in your practice forms. Late-cancellation and no-show fees are paid out to you only after Headway collects them from the client. Some plans, such as certain Medicare Advantage plans, restrict cancellation fees.

FAQ

When can I see my first insurance client?

After the carrier approves you, as shown on your Insurance Status page.

Can I add clients I already see privately?

Yes. Headway lets you add clients you saw before joining, including through bulk import.

What if I forget to confirm a session?

Confirm it as soon as you notice. It will be included in the next payout after confirmation.

Source: First session with a client on Headway.