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How to transition off another system and make Headway your all-in-one EHR
Thinking about switching to Headway as your EHR? Learn how to simplify the transition from your current tools and make Headway your central hub for scheduling, notes, and billing.
October 10, 2025
6 min read
Your electronic health record (EHR) system is fundamental to the work you do as a mental healthcare provider. Understandably, even the idea of transitioning off your current platform can feel daunting and disruptive.
What if you lose all of your client records and session documentation? Will a new EHR interfere with your ability to serve your clients? And do you really have the time to learn an entirely new system?
It seems easier to stick with what you already have — even when you know that moving to a new system would offer a lot of advantages.
Fortunately, switching EHR systems doesn’t have to be a major headache. This step-by-step EHR transition guide will help you make Headway your all-in-one practice management software — and allow you to use our free EHR.
Step 1: Gather and export your data
A new system doesn’t have to mean starting over from scratch. You can bring all of your existing information — things like your client lists, session notes, and schedules — into Headway.
Start by taking stock of what you currently have in your EHR. Walk through your typical workflow and make a list of every type of data (even small things like client preferences) you use in your current system. This makes sure you don’t overlook anything you’ll need to move.
From there, figure out how to export all of this information from your current system. Check your existing platform’s help guides or reach out to their customer support team to find out what’s exportable and how to safely transfer it.
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Step 2: Set up your Headway account
Your next step is to get your Headway account ready. You aren’t moving any information quite yet — you’re just getting the foundation in place so it’s ready when you make the switch.
This starts by signing up for Headway. You’ll answer a few questions about your current practice and then have a quick chat with a practice consultant to confirm Headway is the right fit for you. Once you’re verified, you’re ready to set up the rest of your account, including:
- Completing the intake form and getting credentialed fast: Credentialing can be a stressful and time-consuming process, but Headway makes it significantly easier by using a single intake form to get you credentialed with all of Headway’s insurance partners in your region. This form asks for all of the nuts and bolts of your practice, including your license information, liability insurance information, NPI number, CAQH login, education history, specialities, practice locations, employment history, disclosures, and more. You only need to complete this form once to get credentialed through Headway. Headway offers rapid credentialing with insurance companies in as little as 30 days (most other companies take 60 to 90+), so you can get through this process as quickly as possible and focus on your clients.
- Updating your provider profile: In your provider portal (named Sigmund), add a profile photo, write a bio, and complete the sections about your treatment areas, approaches, languages, style attributes, and more. This helps your current and prospective clients learn more about you.
- Setting up your bank account: To receive payouts for sessions, you need to link your bank account for direct deposits. You’ll do this in your provider portal settings under the billing menu.
Those are the bare bones you’ll want to get in place before you switch your EHR, but you can also customize your client-facing resources like intake forms and automated reminders.
If you’re feeling overwhelmed, Headway offers step-by-step guides and onboarding support to walk you through each part of your setup. Take advantage of these resources. They’ll help you avoid errors and ensure you have everything configured correctly before you transition your EHR system.
Step 3: Move over your active clients and schedule
When you have your Headway account set to go, you’re ready to move your exported information into Headway. Let’s think of this information in two different categories: your clients and your scheduled appointments.
If you’re using an external calendar like Google Calendar, Outlook, or SimplePractice, you can import your entire calendar into Sigmund with just a few clicks. Those are the only calendar types Headway supports. So, if you’re currently managing your calendar elsewhere, you’ll need to manually add your appointments.
When you’re ready to add your clients, you can add them individually or bulk import all of your existing clients into Headway’s platform. To do so, you’ll need a .csv or .xlsx file — whether you export one from your current platform or make one yourself. Navigate to your settings in your provider portal and click on the import tab to find your file.
Headway will automatically pull in your client’s first name, last name, email address, and phone number. You’ll need to add any insurance or payment information manually after the import. Again, we have plenty of resources to help here, including specific directions for therapists switching from SimplePractice.
Also make sure to inform each of your clients that you're migrating to Headway's system, especially if you plan to use our platform for scheduling and HIPAA-protected messaging. Once each client has a Headway profile, help them learn how to schedule a session and communicate with you using the Headway platform. You can share these linked tools with them as a guide.
Step 4: Start using Headway’s free EHR features
With your account set up and your clients in place, you’re ready to put Headway’s EHR to work. Instead of juggling multiple platforms or piecing together tools, everything you need to run your practice lives in one secure, easy-to-use system.
Headway verifies client benefits automatically, so you know insurance coverage and copays upfront — and can skip all of the back-and-forth phone calls. Scheduling is built right in, with an intuitive calendar and integrated telehealth for virtual sessions.
During and after sessions, use Headway’s protected templates for everything from client intake forms to progress notes to help you stay on top of your recordkeeping without reinventing the wheel. Plus, AI-assisted notes can make your documentation even faster.
When you need to get in touch with a client outside of a session, HIPAA-compliant messaging keeps your communication safe and streamlined. And, when it comes to getting paid, Headway guarantees biweekly payouts — regardless of when insurers pay.
Step 5: Close out your old system
You’re all set up in Headway, so it’s time to make your move official and close out your old EHR.
Even though you’re moving forward, it’s smart to keep your previous records accessible for compliance, audits, or client requests — as long as those records are stored safely and in a HIPAA-compliant way. Download and archive any important reports, session notes, billing statements, or financial summaries before shutting down your old system. You might never need it — but it’s always better to be safe.
Starting fresh (without the stress)
You don’t need to accept lost client records, disrupted workflows, or endless administrative tasks when switching EHRs. Headway makes the transition easier by combining credentialing, documentation, scheduling, billing, and payments in one platform — with a free EHR. Make the switch today.
This content is for general informational and educational purposes only and does not constitute clinical, legal, financial, or professional advice. All decisions should be made at the discretion of the individual or organization, in consultation with qualified clinical, legal, or other appropriate professionals.
© 2025 Therapymatch, Inc. dba Headway. All rights reserved. No part of this publication may be reproduced without permission.
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