When does the new Clearhead invoicing system start?
Our hard launch date will be 15th of December. We will be aiming to roll this out slowly to therapists that have opted in earlier than that date, if you’re interested to use Clearhead's invoicing system earlier than 15 December, please complete this form: https://ls1vazbnzuq.typeform.com/to/aWfArxDK
If you are on leave / away during the 15th December 2023 please make sure to add your invoicing details ahead of time by opting in early using the link above.
Will the old way of invoicing still be supported?
From the 15th of December, we won’t be accepting any invoices created outside of Clearhead's provider portal. We will work with you to set you up on the new Clearhead invoicing system and once this is all set on your account, all EAP invoices will be managed automatically through our system.
I use my own invoicing system, how can it work with Clearhead?
With the updated Clearhead invoicing system, you will be generating an invoice on Clearhead’s provider portal for a completed therapy session just by clicking 1 button on the appointment booked in the calendar. It is the same appointment session that you had initially used to accept the referral request.
If you do not have an existing invoicing system, this should drastically help reduce your admin time!
If you have an invoicing system of your own eg. Xero, HNRY, etc. then you may need to download the PDF Clearhead invoice from our provider portal and import it back into your system to keep things in sync rather than sending Clearhead an invoice generated from your invoicing system.
What is the new Clearhead fee structure?
Old fee structure
1st EAP session = 20% fee.
1st EAP session after extension request = 20% fee.
New fee structure
10% for every EAP session.
Why is the new fee structure better?
Our decision to implement this new consistent fee structure was driven by the fact that our old fee structure was confusing to many therapists resulting in multiple back and forth with getting the right invoice sent to us. We also had ongoing issues with invoices being sent to us via email that were not being received. All of which regretfully delayed our ability to pay on time.
We conducted extensive research on industry standards and discovered that many EAP providers charge between 10%-25% and as high as 50% per session.
By keeping our fees at the lowest of this range i.e. 10%, we aim to capture some of the value we provide you eg. referral/lead generation so you don’t have to spend money on marketing to get referrals, simple invoicing process to save you admin time, and removing the need for you to chase up payment from your client, which can be an awkward conversation for some. All of this means you save time and money and only pay Clearhead a fraction of what it would cost you otherwise.
It also means that if you only saw a client for 1 session and they decided not to continue their therapy allocation with you as it was not a good fit, you paid a smaller referral fee.
This process was collaboratively designed with a selection of therapists and we thank everyone of you that provided input about the change when we reached out, it has been invaluable in guiding our decision-making process.
Financial impact of new fee structure
We recognize that this change may have financial implications for some of you. If the new fee structure affects your bottom line, we encourage you to consider adjusting your therapy fees accordingly. We understand the importance of maintaining a sustainable practice, and we want to empower you to make decisions that are in the best interest of your business. You can easily do this by logging into your provider portal: https://provider.myclearhead.com/app/prices.
We understand that a small subset of our corporate partners eg. Unimed referrals, may have limitations on therapy costs they cover. So please note that should your increased fees exceed those corporate partner limits, you will no longer be displayed to a select group of clients, which could potentially impact the number of referrals we are able to send to you.
We value our partnership with you and are committed to working closely to address any concerns that may arise due to this change, please email therapist-support@myclearhead.com and we can help.
We thank you for being part of the Clearhead mission to ensure personalised mental health and wellbeing support is accessible to everyone.
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