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About Headway

Your guide to transferring patient data to Headway

Getting started with Headway is easy, even when you’re bringing numerous existing patients with you.

October 3, 2025

6 min read

Becoming a Headway provider is a surefire way to expand your practice, save time, and earn more as a mental health provider — without the headache of spending valuable time on logistics and admin tasks. While Headway helps match providers with new clients, you can also import your current clients to Headway, making it easy to continue relationships you’ve already invested in.

Below, learn more about how to transfer existing clients to Headway — and how Headway can help you save time and earn more in your practice.

Why see your existing patients on Headway?

Headway’s provider platform can help you find new clients as you build your practice — but you can also continue seeing your existing clients on Headway. This means less stress about marketing yourself and more stability in your caseload. 

Along with simplifying the credentialing process — often one of the most time-consuming parts of joining insurance networks — Headway negotiates the most competitive rates with insurers. That translates to better pay for your expertise and more affordable mental health care for your clients, opening doors for people who may not go to therapy for financial reasons. 

Headway’s EHR can save you time by streamlining admin tasks like scheduling, documentation, and billing. By cutting down on tedious administrative work, you gain back valuable hours each week — time you can devote to clinical care, professional growth and continued education, or your own personal life outside of work.

Practice in-network with confidence

Simplify insurance and save time on your entire workflow — from compliance and billing to credentialing and admin.

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Adding a single client

Adding a single client to your Headway caseload is easy: 

  1. Go to your Clients tab and click Add client(s).
  2. Enter their first and last name, email, and phone number.
  3. Add their billing details (insurance or private pay) and telehealth location.
  4. If you choose, Headway will automatically email them to complete the rest — including insurance, payment info, and standard intake forms.

Checking what a patient will owe

Before seeing your first client through Headway, it’s important to be on the same page about their benefits and their financial responsibility. Headway’s EHR now offers free, instant insurance verification, so you don’t need to spend time juggling insurance websites and phone calls alongside clinical work. 

As long as you’re using Headway’s EHR, the system will automatically confirm your client’s benefits, so you can go into each session with confidence (and avoid frustrating payment issues later).

Bulk importing your patient list

Bulk imports make it easier and quicker to start seeing existing clients through Headway. The process of importing isn’t just straightforward — it’s also secure. Our free EHR is built for HIPAA compliance and ensures protected health information (PHI) stays safe.

We’re able to accept .vcf, .csv, and .xlsx files. There are a few ways you can import these files to Headway. You can make your own files, as long as they have the correct column names for client data. We can’t upload information without First Name, Last Name, and Email columns. You can also add a Mobile Phone column if you’d like, though it’s not required. 

To ensure prompt payment and no roadblocks to future sessions, be sure to add each client’s insurance or payment information manually to their Headway profile.

Importing directly from SimplePractice

If you currently use SimplePractice, you can seamlessly import clients and existing documentation to Headway with just a few clicks. As with other bulk imports, importing to Headway from SimplePractice is designed to be HIPAA compliant and secure. 

Here’s how to move clients from SimplePractice to Headway: 

1. Prepare your SimplePractice export

  • Log in to your SimplePractice account.
  • Generate a client export (.zip file).
  • Make sure “require a password” is not checked.

2. Upload your SimplePractice export to Headway 

  • Log in to your provider portal and go to Settings.
  • Click on the Import tab.
  • Click Import.
  • Drag and drop your .zip file, or click to upload it from your device.

3. Review and verify your client list 

  • For each client, review and confirm whether you’d like to import them.
  • If it’s a new client not already on Headway, check the box next to their name to confirm import, and a new profile will be created.
  • If it’s an existing client already on Headway, the checkbox will be selected automatically. We’ll match them automatically by name and email and add their documents to their existing profile.

4. If there’s missing or mismatched info, we may not be sure if the client already exists on Headway

  • You’ll see a badge next to their name flagging the issue.
  • The checkbox will be unchecked by default.
  • You can manually match the client using the dropdown, or update their email in SimplePractice and re-upload the file.

5. Finalize the import

  • Click Import to complete the process.
  • Click Go to client list to view your updated list.
  • Click a client to view their imported documents under the Clinical tab -> Attachments.

Evolve your practice with Headway

Getting started with Headway is a smooth process — and it can transform the way you run your practice. With no up-front costs, seamless insurance support, and an EHR designed to streamline admin work, you’ll have more time to focus on what matters most: your clients. Whether you want to grow your caseload or create more balance, Headway makes it easy to take the next step in your therapy practice.

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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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