Updated on October 22, 2025
Most therapists I talk to have the same frustration. They want to help clients who need insurance coverage, but dealing with insurance companies feels like a second job. Credentialing takes months. Claims get denied for mysterious reasons. Phone calls to insurance companies eat up hours that should be spent with clients.
If you’re thinking about accepting insurance but dreading the administrative nightmare, you’ve probably heard about Headway. It’s a platform that promises to handle the messy parts of insurance billing so you can focus on what you do best.
But is it actually helpful, or just another layer of complexity? Here’s what you need to know before deciding.
What Headway Does
Headway acts as a billing intermediary between therapists and insurance companies. Instead of credentialing yourself with each insurer and managing claims, you work through Headway’s network.
Here’s how they make money: When insurance pays $100 for a session, Headway keeps a portion and pays you the agreed-upon rate. You’ll know your exact rate before signing up, but it’s less than what insurance actually reimburses. The trade-off is avoiding all the administrative hassle.
They’ve grown rapidly since 2019 and now have over 60,000 providers across all 50 states. They work with major insurers including Aetna, Cigna, UnitedHealthcare, and Blue Cross Blue Shield plans. They’ve also expanded into Medicare Advantage and are rolling out Medicaid services.
The basic promise: Headway handles credentialing, billing, and claims management. You see clients, submit session notes, and get paid every two weeks. No chasing down denied claims or waiting months for reimbursement checks.
What Therapists Like About Headway
Based on current therapist experiences, here are the main benefits:
Faster Credentialing Getting credentialed independently typically takes 90-120 days. Headway often completes this in 30-45 days, sometimes faster. For new practitioners or those wanting to expand their insurance panels quickly, this speed matters.
Predictable Payment Schedule
You get paid every two weeks regardless of when insurance companies actually pay their claims. This eliminates the cash flow problems that come with waiting 60-90 days for insurance reimbursements.
No Monthly Fees Unlike some competitors that charge monthly platform fees, Headway’s commission-based model means no upfront costs. You only pay when you get paid.
Integrated Technology Headway launched an AI-assisted EHR system in September 2025 that includes built-in telehealth, documentation tools, and automated billing. This eliminates the need for multiple software platforms.
Often Better Than Solo Negotiations Many therapists report higher rates through Headway than they could negotiate independently. While you’re not getting the full insurance reimbursement, their size gives them more negotiating power than individual practitioners have.
What to Consider Before Signing Up
While Headway solves real problems, it’s not perfect. Here’s what current users wish they’d known:
You’re Giving Up Revenue for Convenience Remember, Headway keeps a portion of every insurance payment. If insurance pays $120 per session and Headway pays you $95, that $25 difference adds up quickly. Calculate whether the time savings justifies the cost.
Customer Service Challenges Multiple reviews mention slow email-only support with no phone number. If you have billing issues or technical problems, resolution can take weeks. Some therapists report getting charged incorrectly months after sessions, with limited recourse.
Less Control Over Your Brand Headway manages your listings in insurance directories. Some therapists have found their contact information or practice details changed without notice, making it harder for existing clients to find them directly.
Insurance Rules Still Apply Working through Headway doesn’t bypass insurance requirements. You still need proper documentation, prior authorizations where required, and compliance with each insurer’s specific rules.
Platform Dependency Since Headway holds the insurance contracts, you can’t take your panels with you if you leave. Some therapists report being suddenly removed from the platform due to administrative errors, losing access to clients and income.
Is Headway Right for Your Practice?
Here’s a practical framework for deciding:
Headway Makes Sense If:
- You’re spending more than 5 hours weekly on insurance tasks
- You’re new to insurance billing and want to learn the process
- Cash flow from delayed insurance payments is hurting your practice
- You see high demand for in-network providers in your area
- The time savings are worth the revenue reduction
Consider Alternatives If:
- You’re already efficient with insurance billing
- You want to maximize per-session revenue
- You prefer phone support for technical issues
- You want full control over your brand and client relationships
- You primarily serve private-pay clients
How Headway Compares to Competitors
Alma: Charges $125 monthly upfront but therapists keep a higher percentage of insurance reimbursements. Often better total compensation for established therapists who can afford the monthly fee.
Grow Therapy: Commission-based like Headway (no monthly fees), but focuses more on marketing and client matching. Good for building a caseload quickly.
Traditional Billing Services: Monthly fees ($200-500+) but you keep full insurance reimbursements and maintain direct insurance relationships.
Solo Practice: Maximum revenue per session and full control, but requires significant time investment in credentialing, billing, and claims management.
Making Your Decision: Run the Numbers
Before choosing any platform, calculate the real cost. Here’s what to compare:
With Headway:
- Session rate: What Headway will pay you
- Time saved: Hours per week you’ll gain
- Lost revenue: Difference between full insurance rate and Headway rate
Without Headway:
- Full insurance reimbursement rates
- Time spent on admin: Credentialing, billing, claim follow-ups
- Cash flow delays: How long you wait for payments
For example, if insurance pays $120 per session but Headway pays you $95, you’re losing $25 per session. If you see 20 insurance clients weekly, that’s $500 weekly or $26,000 annually. Does saving 5-10 hours per week justify that cost for your practice?
Common Problems to Watch For
Based on recent user experiences:
- Billing Errors: Some therapists report unexpected charges months after sessions, often due to insurance processing delays
- Communication Issues: Email-only support can be frustrating when you need quick answers
- Technical Glitches: Platform issues can temporarily prevent scheduling or payment processing
- Insurance Changes: When clients’ insurance changes, the transition isn’t always smooth
What Other Therapists Are Saying
Reviews are mixed but generally positive for therapists who understand the trade-offs. The biggest complaints focus on customer service responsiveness and billing errors that take time to resolve.
Therapists who are happiest with Headway tend to be those who were spending significant time on insurance tasks and view the revenue reduction as worth the freed-up clinical time.
The Bottom Line
Headway offers a legitimate solution for therapists who want to accept insurance without managing the administrative complexity. The faster credentialing, predictable payments, and integrated technology can significantly simplify practice management.
The real cost is the portion of insurance payments they keep, plus reduced control over your brand and client relationships. For many therapists, especially those new to insurance billing, this trade-off makes sense.
Before joining, be honest about your priorities. If maximizing revenue per session matters most, handle insurance independently or consider Alma’s model. If you’d rather focus on clinical work and don’t mind earning less per session, Headway could free up significant time and mental energy.
Want Help Growing Your Practice?
Whether you choose Headway or handle insurance independently, having a strong online presence is crucial for attracting the right clients. At Garrett Digital, we help therapy practices improve their websites, local SEO, and digital marketing to build sustainable growth.
We work with solo therapists and group practices to create clear, professional websites that help potential clients understand your services and take the next step toward treatment.
Note: This article reflects information and opinions available as of October 2025 based on publicly available sources and user experiences. We are not affiliated with Headway, Alma, Grow Therapy, or other platforms mentioned. Rates, features, policies, and user experiences vary significantly by individual therapist, location, insurance plans, and other factors. Platform terms and conditions change frequently.
This content is for informational purposes only and should not be considered professional or legal advice. Before making any business decisions, verify current rates, terms, and policies directly with each platform. Consult with your own legal, financial, and professional advisors about what’s best for your specific practice.
