🇺🇸 United States 1Everything on this screen is unchanged. What matters for the lookup: country plus IP geolocation give us the US gate and the state signal. Non-US signups never trigger a lookup, their flow is identical to today. And the experiment split (~20% of new US-IP signups) is decided right here.
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2Nothing fires on this screen. We tried name only: “John Smith” and “Maria Garcia” each return 200+ providers in the registry, and even “Emily Carter” returns 47. The name is just the first of three signals.
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3David wanted phone captured up front for SDR call-outs and SMS. Good news from walking the live flow: it is already here, optional, with the A2P consent copy underneath. So the NPI flow adds zero new fields to signup. A typed phone also becomes a bonus cross-check when the registry record lists one.
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4We can look up by practice name too. Group practices have their own registry records (NPI-2), and the API searches them by organization name: “Carter Counseling*” returns 10 real orgs. Each record names an authorized official, so when that official is the person signing up, the group match is about as sure as it gets. Two caveats: solo providers are not findable this way, and the registry stores legal entity names, which may rarely match what people type here. Carlos is testing the real match rate against existing customers. Team size below tells us group vs solo, so we know when this path is worth firing.
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6This screen is where the lookup runs, and why it costs nothing: the code round-trip already gives us a second or two of waiting, so the registry query runs in parallel with the verify call. No 11 GB download and no dedicated search server for the experiment, we call the registry API live (David tested it in the huddle, it is fast, and neither of us has seen it down). One correction from testing today: the registry blocks browser calls, no CORS headers, so the request goes through our backend, the same place the verify call already lives. If the registry is slow or down we skip silently and signup is identical to today.
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7The one new screen in the flow, and it only appears when exactly one provider survives all three filters. One person or no one. A list of similar names feels like being watched, and one mis-tap fills the workspace with a stranger's details, which would be very bad to unwind. A single yes/no card is the same move as Google's “continue as” screen: cheap to confirm, cheap to reject.
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Public record · NPI registry (NPPES) · nothing is saved unless you confirm
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10Most signups will not produce a sure match, and that is fine: the IP points at home, the profession maps to a different taxonomy, the name changed, or they are not in the registry. All of those take the quiet no-match path, and a small handful surviving is the middle case, demoed here too. The ship plan from the huddle: roll out to ~20% of new US-IP signups, log match / confirm / reject rates in PostHog, and read real numbers within days. David's rough math: ~3,000 signups a month, ~70–80% US. If even half of those match, that is on the order of 1,000 NPI-verified signups a month, exactly the customers RCM wants.
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11The middle case: two to four survivors. In this demo the state signal dropped out (say, a VPN) and four real Emily Carter counselors match nationwide. Picking the wrong person would be very bad, a stranger's data seeding the workspace, so the cards lead with city and specialty, the two things you recognize yourself by, and show nothing sensitive from strangers' records. This is the picker kept small and skippable. Whether it reads as helpful or creepy is exactly what the A/B should answer, against the one-or-none rule.
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Public records · NPI registry (NPPES) · nothing is saved unless you pick one
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Set up your practice0/412The review step from the huddle, folded into the checklist that already exists, not bolted on beside it. Providers rarely keep NPPES up to date, so location and phone genuinely need a look, and here that check is low-stakes: signup already finished. Two of the four tasks arrive pre-filled and become one-click confirms instead of forms, which also hands the user instant momentum (2/4 done in two clicks). “Oh, my location's changed, hit update” is a natural first moment in the dashboard.
💡 Have an NPI? Add it and we'll set up your location, services and billing codes for you.17Every unsure case lands on this dashboard: no match, “not me”, non-US, the other 80%. Their checklist is exactly today's, services seed from the profession field, and the NPI ask persists where typing it is natural: this banner, and strongest of all RCM / insurance setup, where handing over an NPI is expected. Headway collects it exactly there, in credentialing intake. David's framing is the pitch: to get set up quickly, add your NPI and we'll do the rest. Build it for RCM first, prove it, then bring it back to self-serve. The Add NPI button opens the lookup modal, click it.
Is this where you see your clients, Emily?Where do you see your clients, Emily?
We added your office from your public NPI profile and set up telehealth alongside it. Check the office details are current. Registry records can lag behind a move.
From your NPI profilePOS 11 · Office
13Nanz's point, modeled the way EHRs handle it: place of service lives on each location, and every claim line inherits the code from the appointment's location, so nobody ever types a POS. A street address is 11 by definition, so here it is a preset fact, not a question. The telehealth location below defaults to 10, client at home, with 02 one tap away for clients who join from elsewhere. Confirm the office and an insurance customer is claim-ready. Cash-pay practices never think about any of this.
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Secure video sessions in Carepatron. Claims from this location bill with the code below.
What services do you offer?
We started your list from your specialty, Counselor, from your NPI profile. Codes and durations are set; just add what you usually charge. Nothing is billed until you use it.
Here are a few services to start with, based on your profession. Edit, remove, or add new ones to suit your practice.
14Where the taxonomy pays off, and the tie-in to the default-services work with Quim and David. The taxonomy picks the starter set: named services, the right CPT codes, usual durations, plus bookable flags and clean client-facing display names from the same defaults work. Compare the no-match version of this list (demo link, bottom left): three generic appointments. Rates stay empty on purpose. We never guess pricing, we just ask what they usually charge, inline, one tap per service.
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Your provider profile NPI verified15The rest of the registry record, kept visible but out of the way. Name, specialty and license rarely change, so they are not tasks, just facts with an exit (“Not you?”). Billing status is the RCM tie-in: NPI-1 means individual, NPI-2 means group, exactly the question RCM onboarding needs answered, and the NPI itself goes on every claim, so insurance setup starts pre-filled. This card is the seed of that flow. And per Nanz in the channel: organization NPIs (Type 2) work here too, same taxonomy, address and billing signals, plus an authorized official to cross-check.
NameEmily Carter, CT
SpecialtyCounselor
NPI1730072059
LicenseC.2506504-TRNE · OH
OfficialDebby Carter · Owner
BillingIndividual provider (NPI-1)
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Hi Emily! I set up your workspace from your NPI profile. Your location and services are ready to check off whenever you like.Hey Emily! I'm AVA, your setup guide for Carepatron. Where would you like to start?Ava AI · now
16Ava already greets every new user on this dashboard. With a confirmed NPI she stops being generic and narrates the confirm flow instead, which is the cheapest possible integration: same bubble, better opening line.
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Enter your 10-digit NPI, or search the registry by your name or practice name. Individual (Type 1) and organization (Type 2) NPIs both work.
