A step by step guide on how to accept a booking, set up invoicing, create an appointment and invoice for a completed session. For our full list of FAQ's please see here.

How to Accept a Booking

You will receive an email, notifying you that you have received a new booking.

The email should let you know which therapist and client this is for.

Head to https://provider.myclearhead.com/ and sign in with the therapist's email and password we would have provided you during onboarding.
If you are unsure of these details, please contact us on [email protected]

On the home screen of your Provider Portal you will see the new referral waiting for you:

Click 'click here to view'.

Click ✅ to accept the booking and press ❌ to decline the booking.
You may also click 'Reschedule' to select a new date and time.

If you don't have the therapist's live calendar enabled you will also be able to set a date and time.

Bookings do expire, so please accept the booking shortly after you receive it as otherwise it will auto decline if we don't receive a response.

Note: You can also click on the booking to open up more details about the client and the booking.

-------------------------------------------------------

How do I setup my account for invoicing?

Locating your invoice settings

If you haven't setup your invoice settings before then you should see this pop up above your calendar.

OR

Step 1: Navigate to “Profile Information” using the navigation on the left.

Step 2: Navigate to “Invoice Settings”

Filling out your invoice details

Step 1: If you’re GST Registered please select this checkbox, if selected continue to step 2.

Step 2: Do want your existing prices to include GST? If you want your existing prices to exclude GST then do not select this checkbox.

Finally: Once you’ve finalised your GST setup, please enter your bank account number, billing name & address and click save!

If you’ve made a mistake with your Bank Account Number or need help with anything on this screen, please click on the “Need Help” link show below:

-------------------------------------------------------

How do I generate an invoice?

Step 1: Navigate to Bookings using the navigation on the left.

Step 2: Click on the Pending Completion tab, here you will find all appointments that have finished and are needing action from you.

Step 3: Click on the “Mark Completed” link - this will take you to the next step.

Step 4: You’ll be asked to clarify if the session went ahead, if it did then an invoice draft will be shown to you (see the next image for example).

IF the session did not go ahead, there will be a follow up question to determine what happened.

If the client did not attend and did not let you know within 24 hours - then as per our cancellation policy you’re entitled to invoice the full session amount.

Step 5: You’ll then be taken to the Invoices screen, your generated invoice is in a draft state so that you can confirm the details of the appointment highlighted.

If all of these details are accurate - please click the blue “Send Invoice” button.

If there are any issues with these fields, please click on the “Need help?” link on the top right corner, this will open up a form for you to fill out and explain what’s wrong, this gets sent to our support team and we will aim to respond within 48-72 hours.

Step 6: Once it’s sent you can download the invoice as a PDF and keep it for your invoicing / filing system.

And with that, you’ve generated and sent us an invoice for your EAP Session.

-------------------------------------------------------

How to Create an Appointment

1. Navigate to the “Bookings” screen using the navigation on the left.

2. A screen will open up and you’ll need to enter the contacts name.

Please note if the contact is new, you will need to navigate to “Clients” on the left and create them using a valid email address and phone number.

3. After you select the contact, you’ll be shown with the available funding options, if they have EAP funding, an option will be shown, with the number of sessions left on the right (in this example you see 3 left)

     a. If you select EAP then an EAP appointment will be deducted, and there will be 2 remaining sessions left when you attempt to book another. EAP sessions will have their invoices generated.

             i. Please note that sessions remaining can change at any time because an individual can use their allocation for different therapy services - we recommend you check

     b. If you select Public, this is will mean the session is self funded, and payment will need to be sorted with the client directly. No invoice will be generated for this.

4. You can now finish setting the rest of the details.

5. You can edit / modify your newly created appointment by clicking on “Confirmed” and then clicking on the appointment card.

(1) A light green bar means that the appointment is EAP funded (if you believe your session should be EAP funded, you can click on the appointment, edit and check whether EAP is an available funding option) - if this is wrong still, please send an email to [email protected] and we can help you resolve this.

(2) A light grey bar means the appointment is Public funded, i.e. the client will be sorting out payment with you directly.

-------------------------------------------------------

For our full list of FAQ's please see here.