Release Date: 5th March 2026
Version: 1.5
Status: Live in Production under Ruh Care Inc. and Ruh Corp. Suborgs
🎯 Executive Summary
This is a combined release covering three billing-related features:
Headway Insurance Billing Explained Email — A new automated email ("What to Expect with Insurance Billing for Your Sessions") sent to all Headway clients when their first appointment status is set to anything. The email explains how insurance billing works through Headway, co-pay expectations, and that invoices on the Ruh Care platform can be safely ignored.
Headway Extended Session Auto-Adjustment Email — When a Headway US insurance client books an extended session (80 minutes), the system automatically downgrades the appointment to a standard 50-minute session and sends the client a notification email ("A Quick Update About Your Upcoming Session") explaining the change and that their insurance only covers sessions up to 60 minutes.
✨ What's New
Feature 1: Headway Insurance Billing Explained Email
A new automated email is now sent to all Headway clients when their first appointment is marked with any status. This proactively educates the client on how insurance billing works with Headway, setting the right expectations from the very first session.
📧 Automated Email on First Session — Triggered when the client's 1st appointment status is set (to any status)
🏥 Insurance Billing Education — Explains that sessions are billed through Headway since the therapist is in-network
💳 Co-Pay Expectations — Informs the client they will only be charged their estimated co-pay through Headway (typically within 1–2 weeks)
🚫 Ruh Care Invoice Clarification — Tells the client that any invoices on the Ruh Care platform are system-generated and can be safely ignored
🔗 Headway Portal Setup — Prompts the client to complete their setup on the Headway client portal if they haven't already
Client Email
Feature 2: Headway Extended Session Auto-Adjustment Email
When a Headway US insurance client books an extended session (e.g., 80-minute Individual/Couple/Family Therapy), the system now:
🔄 Automatically Changes the Session Type — The appointment is downgraded from the extended session (80 min) to the standard session (50 min)
📧 Sends an Appointment Change Email — The client receives the "A Quick Update About Your Upcoming Session" email explaining the change
🛡️ Prevents Unexpected Charges — Ensures the session stays within insurance coverage limits (most plans do not cover sessions longer than 60 minutes)
Client Email
🔧 How It Works
Feature 1: Headway Insurance Billing Explained Email
Trigger & Flow
Client has a Headway tag on their profile
First appointment status is set to any status (Occurred, Late Cancellation, etc.)
System detects this is the client's first session and that they have a Headway tag
Billing explained email is sent to the client, educating them on how insurance billing works through Headway
No CCT Action Required
This is fully automated — the email is sent once per Headway client on their first session.
Feature 2: Extended Session Auto-Adjustment
Trigger & Flow
Headway client books an extended session (e.g., 80-minute Individual Therapy Session Extended)
System detects the client has a Headway tag and the session is an extended type
Appointment type is automatically changed from the extended session to the standard 50-minute session
Appointment change email is sent to the client explaining the adjustment and the reason
No CCT Action Required
This is fully automated — the system handles the session type change and client notification without manual intervention.
🎁 Benefits to Team
For CCT Team
📧 Proactive Client Communication — Headway clients are educated about billing from their very first session
🔄 Extended Session Handling — No manual intervention needed to adjust overbooked sessions
For Billing Team
🛡️ Insurance Compliance — Extended sessions auto-adjusted to stay within coverage limits
For Clients
📧 Transparent Communication — Headway clients understand how billing works from day one
💲 No Surprise Charges — Extended sessions are adjusted before they occur, preventing out-of-pocket costs
🏥 Insurance Coverage Protected — Sessions remain within insurance plan limits automatically
📋 Clear Expectations — Clients know their co-pay will come through Headway, not the Ruh Care platform
For Compliance
🏥 Insurance Accuracy — Extended sessions are properly adjusted to meet insurance coverage requirements
📧 Documented Communication — Email records provide proof of client notification on billing and session changes
For questions about this feature or to report issues, please contact:
Development Team: [email protected]
Last Updated: March 2026