Alma vs Headway: An Overview and Comparison for Therapists

You built your practice to do clinical work, not to spend hours on insurance forms and claim resubmissions. But if you want to see clients who rely on their insurance, the admin load can be overwhelming - especially when you're credentialing with each payer individually.

This is the problem platforms like Alma and Headway claim to solve. They promise to handle credentialing and billing under their own contracts, letting you accept insurance without the usual headaches. But which one actually fits your workflow, revenue needs, and clinical preferences?

In this article, we’ll provide a thorough overview and comparison of Alma vs Headway so you can confidently decide which platform suits you best.

TL;DR

• Alma offers an all-in-one platform with integrated EHR, telehealth, and credentialing support for a monthly membership fee.
• Headway provides fast referrals and credentialing with no subscription cost, but you'll need to bring your own telehealth tool in most cases.
• Both platforms handle insurance billing and credentialing under their contracts, meaning you don't own the payer relationships if you leave.
• Choosing between Alma and Headway depends on whether you prioritize consolidating tools (Alma) or zero upfront cost with quick caseload building (Headway).
• Before committing, verify exact fee schedules, payer lists, credentialing timelines, and record export policies in writing.

What Alma and Headway Actually Do

Alma in Brief

Alma is a membership platform that bundles mental health provider credentialing, billing, and clinical tools into one ecosystem. You get an EHR, HIPAA-compliant telehealth, and a public directory that drives referrals. Alma credentials you under its own payer contracts, so you can accept insurance without negotiating rates or filing claims yourself.

Clinicians pay a monthly or annual membership fee to join Alma, though pricing and availability can vary by state and license type. Alma also offers marketing support for therapists and profile optimization to help clients find you.

Headway in Brief

Headway takes a slightly different approach, with no subscription fee for clinicians (they take a percentage of session payouts instead). Headway handles credentialing and billing under its contracts, then connects you with clients through a large referral engine designed for fast matching. 

While Headway does provide a lightweight EHR for documentation and scheduling, it typically doesn't provide built-in telehealth - you'll need your own video tool. Headway's primary focus is speed: getting you credentialed quickly, then routing high volumes of client inquiries to fill your caseload.

Where Alma and Headspace Overlap

Both Alma and Headway reduce the administrative burden of insurance-based practice. You gain in-network access without direct payer contracts, which means faster credentialing and no claims submissions on your end. Each offers basic documentation and scheduling tools, and both can accelerate client acquisition in many markets.

If your main goal is to accept insurance without drowning in paperwork, either Headspace or Alma will lighten your load.

At a Glance: Alma vs Headway

How to Use This Chart

Focus on the role each item plays in your daily workflow. If you already have a telehealth platform you love, Headway's lighter approach might suit you. If you want everything in one place and are willing to pay upfront, Alma's integrated stack may be worth the membership fee.

You’ll notice several areas in the table mention contacting the platform for clarification. This is because state and payer differences have a significant impact on exactly how Alma or Headway might work for you. 

In the following section, we’ll dive deeper into the key components of each platform to help you make your decision.

Alma vs Headway: 6 Key Platform Components

Below is an overview of important differences between Headway and Alma across 6 key domains. 

We’ve listed information that’s consistent across locations and insurers where applicable. However, due to state and payer variations, many of the points in these sections focus on highlighting clarifying questions to ask when evaluating each platform.

1. Credentialing and Payer Access

Timelines and Scope

Both Alma and Headway handle credentialing under their own payer contracts, which usually speeds up the process compared to applying directly. That said, timelines still vary by payer, state, and your license type. Ask each platform for current credentialing ranges and whether you can start seeing clients on certain plans sooner than others.

Payer Panels and Plan Types

Request a detailed list of payers and plan products available in your state. If you work with Medicare or Medicaid populations, confirm whether those plans are included and what their reimbursement rates are. Also, ask about EAP contracts - some platforms include them, but rates can be significantly lower.

Contract Ownership and Portability

A key limitation of both platforms is that you don’t own the payer contracts. If you leave Alma or Headway, you cannot keep those in-network relationships. Your clients will either need to transition to out-of-network care or find a new provider. Ask each platform about continuity options and how they support client transitions if you decide to exit.

2. EHR and Clinical Workflow

Documentation and Templates

Alma offers a more robust mental health EHR with a variety of progress note templates, treatment plans, and intake forms. You'll find templates aligned with common audit standards, which can save time during documentation reviews. Headway's EHR is lighter - sufficient for notes and scheduling, but you may need external tools for complex treatment planning.

Before committing to Alma or Headway, ask about export options for client records. If you leave the platform, can you download your records in a usable format? What's the time window for access after termination?

Telehealth

Alma provides HIPAA-compliant telehealth built into the platform, while Headway requires you to bring your own video tool. If you’re planning to use Alma for telehealth, confirm the video quality limits and customization options, especially if you serve clients in rural areas with lower bandwidth.

Scheduling and Reminders

Both Alma and Headway offer calendar sync, automated reminders, and client portals. Check for waitlist features and tools to reduce no-shows, such as automated reminders that help reduce missed appointments. If you plan to use an external EHR or scheduling tool alongside the platform, verify that safeguards against double-booking are in place.

3. Insurance Billing and Revenue Cycle

End-to-End Claims Handling

Both platforms handle eligibility checks, claims submission, ERAs, and EOBs. They also manage denials and resubmissions, which can be a major time-saver. When comparing Alma vs Headway, you might like to ask how they handle secondary claims and coordination of benefits, especially if your clients have multiple insurers.

Authorizations and Medical Necessity

Before signing on with Headway or Alma, clarify who is responsible for obtaining prior authorizations and tracking unit limits for the insurers you’re seeking to be credentialed with. Ideally, they will provide payer-specific documentation guidance to help you meet medical necessity standards. It’s also worth confirming what support you'll receive during audits or record requests.

Client Responsibility and Collections

Understand the process for collecting copays, coinsurance, and deductibles. Ask about payment methods, failed payment follow-up, and how refunds or chargebacks are handled. Clear policies here protect your revenue and your client relationships.

4. Money and Pay Schedule

Platform Cost Structure

Alma charges a membership fee that’s billed either monthly or yearly. Headway has no subscription costs, but the platform takes a percentage of billings to cover operational costs. To get a clear picture of the full platform cost in your situation, ask about any add-on fees or pass-through charges - such as credit card processing fees or premium directory placements.

Reimbursement Rates and Transparency

To accurately estimate your reimbursement rates with Alma vs Headway, request a sample fee schedule for your NPI, state, and CPT codes before you join. Ask whether the platform guarantees rate floors or if reimbursement varies by payer and plan. Find out how and when rates can change - and whether you'll receive advance notice.

Pay Cadence and Stability

Both Alma and Headway typically pay out biweekly and classify you as a 1099 contractor. When evaluating the platforms, ask about clawback risk: if a claim is retroactively denied, will the platform deduct the amount from your future payouts? Also, confirm the no-show and late-cancel compensation rules, as they directly affect your income stability.

5. Referrals and Caseload Building

Lead Volume and Quality

Alma uses a directory with detailed clinician profiles that allow clients to efficiently search for therapists who match their needs. Headway leans on a high-volume matching engine that prioritizes fast client placement. 

When comparing Headway vs Alma, ask how much control you have over ideal client criteria - like modalities, demographics, and clinical focus - and whether you can cap or pause referrals when your caseload is full.

Client Fit and Boundaries

Both platforms let you filter referrals by specialty and clinical focus, but verify how easy it is to decline mismatched inquiries without penalty. If you’re licensed in multiple states, confirm that geographic and licensure-based routing is accurate.

Ask about late-cancel rules - who absorbs the loss if a client cancels within 24 hours? Also, inquire about waitlist and reactivation workflows to keep your schedule full.

6. Clinical Autonomy and Data

Record Ownership and Export

You might not stay with Headway or Alma forever, so it’s vital to clarify who owns your clinical charts and how you can export them if you leave. Ask about the time window for access after termination and the format of exports (PDF, CSV, or structured data). Continuity of care depends on this.

Data Use and Privacy

Understand what data the platform uses for marketing, analytics, or research. Review the BAA scope and ask about vendor sub-processors. Make sure your informed consent language discloses how the platform handles client data beyond treatment and payment.

Clinical Decision-Making and Pressure

Ask whether there are productivity incentives, soft quotas, or expectations around session frequency. Confirm that you have flexibility in session length and that you won't face pressure to change diagnoses or coding choices to maximize reimbursement. Your clinical judgment should remain yours.

Who Each Platform Fits Best: Scenarios and Special Cases

By now, it’s clear that the right decision between Alma vs Headway depends primarily on the therapist's preferences and goals, rather than on the characteristics of each platform.

Here are some recommendations for different scenarios and special cases.

Want a Fast Caseload and Minimal Upfront Cost?

Headway often suits clinicians who prioritize quick referrals and zero subscription fees. The trade-off: you'll need to bring your own telehealth tool and potentially supplement the lightweight EHR with external documentation software.

Want an Integrated EHR and Telehealth in One Place?

Alma's built-in tools can simplify your tech stack, especially if you're building a practice from scratch. The trade-off: you'll pay a monthly fee, so calculate the ROI based on your expected session volume and reimbursement rates in your market.

Multi-State and Niche Practices

Confirm each platform's payer reach across your licensed states. Ask about couples and family therapy codes, as well as any specialty exclusions. Some platforms have stronger coverage in certain regions or for specific therapeutic modalities.

Group Practices, Supervision, and Trainees

Clarify policies on billing under supervision and whether the platform supports group practices or associates. If you plan to bring on trainees or junior clinicians, verify that the platform can accommodate them.

A Simple Decision Checklist: Alma vs Headway 

Here’s a simple checklist you can use to gather key information for comparing Headway and Alma. 

• Upfront cost vs. tool consolidation: Can you afford a monthly fee, or do you need zero entry cost?
• Referral speed vs. control over niche: Do you want high volume or curated client fit?
• Rate floors vs. variability by payer: Do you need guaranteed minimums or are you comfortable with fluctuation?
• Telehealth built-in vs. bring-your-own stack: Do you already have video tools you trust?
• Records portability and exit terms: Can you leave cleanly if the platform no longer fits?
• Support quality and audit help: Will you get timely assistance during claim issues?
• Multi-state and specialty coverage: Does the platform support your full scope of practice?
• No-show policies and revenue risk: Who absorbs the cost of missed appointments?

What to Verify in Writing

Most importantly, get answers to these 3 questions in writing before signing up to either platform: 

• Current payer list and plan types in your state.
• Estimated credentialing timeline.
• Pay cadence, clawback policies, and no-show compensation.

A Platform for Every Therapist

Both Alma and Headway can lighten your admin load and open in-network access without direct payer contracts. Alma leans toward an all-in-one experience with integrated tools and a membership cost. Headway leans toward fast referrals and no subscription fee, with a lighter toolset that assumes you'll bring your own video and documentation software.

To confidently decide between Alma vs Headway, map each feature to your real workflow and revenue needs. Ask precise questions, get terms in writing, and verify fee schedules before you commit. Choose the option that aligns with your personal and professional goals - because a platform should support your work, not complicate it.

FAQs: Alma vs Headway for Therapists

Can I use both Alma and Headway at the same time?

Yes, you can join both platforms simultaneously. Some therapists do this to maximize payer access and referral volume. Just verify that each platform allows dual participation and confirm how you'll manage scheduling and documentation across two systems.

Can I take clients with me if I leave Alma or Headway?

Generally, you can continue seeing clients you brought to the platform, but not those referred to you via the platform. Also, remember that you do not own the insurance contracts with Alma or Headway, so existing clients may need to transfer to out-of-network.

How long does credentialing take with Alma vs Headway?

Alma claims credentialing takes around 45 days, while Headway can be as fast as 2-4 weeks. Both Alma and Headway handle the credentialing process under their own contracts, which is usually faster than applying directly. Ask each platform for current timelines in your specific market.

Can I see clients in multiple states using Alma or Headway?

If you're licensed in multiple states, you can see clients across those states - but only if the platform has payer contracts in each state. Confirm payer reach and multi-state support before you join, especially if telehealth across state lines is central to your practice.

Does Headway provide telehealth, or do I need my own tool?

Headway typically requires you to bring your own HIPAA-compliant telehealth tool. Alma usually provides built-in video as part of its platform. Confirm HIPAA-compliance, BAA coverage, and video quality limits with either option.

What happens to my clinical records if I leave the platform?

Both Alma and Headway should allow you to export your records, but policies vary. Ask about the export format (PDF, CSV, or structured data), the time window for access after termination, and any fees associated with downloading your charts. Get this in writing before you join.

Are Alma and Headway available in every state?

No. Both platforms have varying payer contracts and availability by state and license type. When comparing Alma vs Headway, confirm that your state and license are supported, and request a list of available payers and plan products in your area.

How do Alma and Headway handle prior authorizations?

Headway and Alma typically manage prior authorizations on your behalf, but specifics vary. Ask who obtains the authorization, how you'll be notified of approval or denial, and how unit tracking works. Clarify what support you'll receive if an authorization is denied.

Can I set my own rates with Alma or Headway?

Both platforms credential you under their own payer contracts, which means reimbursement rates are set by the platform's agreements with insurers. However, you can bring cash-pay clients at rates you set independently to supplement your income on either platform.

Are there penalties or fees if I leave Alma or Headway?

Review the termination terms in your agreement when evaluating Headway vs Alma. Some platforms require advance notice (like 30 or 60 days), and there may be restrictions on soliciting clients after you leave. Ask about exit policies, record access, and client transition support before you commit.