Portal Help & Setup Guide
Everything you need to create your account, navigate your dashboard, and get the most out of your care.
Ask the Portal Assistant
Instant answers about any portal feature — no hold music required.
Print or save
Quick Reference Card
A one-page summary covering setup, all portal sections, and crisis resources. Print it or email it to yourself.
Northwest Psychiatry LLC
Client Portal · Quick Reference
Nicholas Eddy, PMHNP
(360) 342-6445
northwestpsychiatry.org/portal
Getting Started
Create Account
northwestpsychiatry.org/portal/signup · use Headway email · 12+ char password · no invite code needed
Verify Email
6-digit code sent to your inbox · check spam · expires in 15 min · click Resend if needed
Sign In
northwestpsychiatry.org/portal · sessions auto-logout after 30 min of inactivity
Before First Appointment
- Complete the intake assessmentLinked from your dashboard
- Add your pharmacy on fileMedications tab
- Review / update allergy profileMedications tab
- Complete assigned screeningsScreenings tab
- Set notification preferencesSettings → Notifications
- Read Practice PoliciesPractice Policies tab
All Portal Sections
My Care
Requests
Wellness
Connect
Practice
Account
Security
- 6-digit email code on every sign-in
- Sessions auto-logout after 30 min
- Email alert sent after every access
- 5 failed attempts → 30-min lockout
- TOTP 2FA available in Settings
- Sign out all devices: Settings → Security
- HIPAA audit log: Settings → Security → Access Log
Crisis & Emergency
Quick Links
northwestpsychiatry.org · HIPAA & HITECH Compliant · All data encrypted in transit and at rest
Northwest Psychiatry LLC · Maine · © 2026
Email this guide to yourself
— get a formatted copy in your inboxStep by step
Getting Started
Your secure, private space to connect with your care team — available 24/7 from any device, no app required.
Secure Messaging
Send questions directly to your care team — no phone tag.
Visit Notes & Summaries
Review progress notes and plain-language visit summaries anytime.
Refill Requests
Request medication refills without calling the office.
Appointments
View scheduled visits and book new ones through Headway.
Wellness Tracking
Log mood, symptoms, and trends between sessions.
Records & Forms
Download records, sign consent forms, complete screenings.
Create Your Account
Sign up at northwestpsychiatry.org/portal/signup — no invite code required. Use the same email address as your Headway account (the address your appointment confirmations are sent to). Using a matching email ensures your records are linked correctly from day one.
- Visit northwestpsychiatry.org/portal/signup
- Enter the email address you use with Headway or gave us at intake
- Choose a secure password — minimum 12 characters
- Click 'Create Account' to continue
Verify Your Email
A 6-digit verification code is sent to your email immediately after you create your account. Enter it on the screen to confirm your identity. This same step happens every time you sign in — it's part of our two-factor authentication system that keeps your health data secure.
- Check your inbox for an email from Northwest Psychiatry
- Check spam/junk folder if you don't see it within a minute
- Enter the 6-digit code on the verification screen
- Codes expire after 15 minutes — use 'Resend code' if needed
Access Your Dashboard
Once signed in, you'll see your personal dashboard with 22 sections — each giving you a different way to manage your care. The portal signs out automatically after 30 minutes of inactivity to protect your privacy.
Ready to sign in?
Access your records, medications, screenings, mood tracker, symptoms log, messages, telehealth, and more — all in one secure place.
Go to Client PortalStep-by-step guides
Guides for Every Section
Click any guide to expand step-by-step instructions, tips, and details for each part of the portal.
All 22 sections
What You Can Do in the Portal
My Care
Appointments
View upcoming and past sessions, request new appointments, and reschedule directly from the portal.
The Appointments tab shows all scheduled and completed sessions with Nicholas Eddy, PMHNP. Upcoming appointments display the date, time, and visit type (Initial Evaluation, Follow-Up, Medication Management, etc.). To request a new appointment, click 'Request New Appointment,' choose a preferred date/time, type, format (telehealth or in-person), and duration — your provider reviews and approves the request, and you'll receive an email confirmation. To reschedule an existing appointment, find it in the list and click 'Reschedule' — select a new preferred time, add an optional note, and submit. You'll receive an email when the reschedule is approved. You can also book or manage appointments through Headway (care.headway.co/providers/nicholas-eddy).
My Treatment
Consent agreements, intake forms, diagnoses, and your treatment goals — organized in sub-tabs.
My Treatment has two sub-tabs. Evals & Care Plan: shows consent agreements, intake forms, and your active diagnosis list (with ICD-10 codes) — documents waiting for your signature appear here; open, read carefully, and add your electronic signature at the bottom to submit. Treatment Tracker: shows the goals you and your provider have agreed to work toward, with milestones and progress notes for each goal. A yellow banner on your Home tab alerts you when any document needs a signature.
Medications
Your medication list with clinical details, medication consent forms, allergy profile, pharmacy on file, and a built-in side effect tracking tool.
Each medication shows its name, dose, and instructions — plus clinical details your provider has entered: Start Date (when it was first prescribed), Target Symptoms (what it is meant to treat), Labs Required (any lab work needed before or during treatment), and Monitoring Notes (special precautions or follow-up instructions). Use the Medication Tracking Tool to log side effects with severity ratings and daily notes. The Medications Consents section shows any consent forms your provider has sent you to review and sign — pending consents also appear as alerts on your Home tab. The Allergy Profile section lets you record drug or environmental allergies with severity ratings, or confirm No Known Drug Allergies (NKDA). Your Pharmacy on File is stored here — search by name or zip code to find a verified pharmacy, or enter details manually.
Clinical Notes
Session notes and full clinical documentation — in two sub-tabs.
Clinical Notes has two sub-tabs. Visit Summaries: automatically generated after each appointment — each summary includes a plain-language narrative, key takeaways, medication changes explained simply, your next steps, educational facts about your conditions, and quick links to related portal sections (Medications, Treatment Plan, Labs, and more). You can print or download any summary. Progress Notes: the formal clinical documentation written after each appointment, more detailed and written in clinical language; you have the right to access these under the 21st Century Cures Act; notes appear once your provider has shared them with you. For an AI-generated health summary, use the My Insights section in My Care.
My Documents
Clinical records, lab results, and personal document storage — organized in three sub-tabs.
Documents has three sub-tabs. My Records: progress notes, treatment plans, psychiatric evaluations, and documents your provider has shared with you (marked with a 'Shared' badge) — filter by document type and click the document icon to open or save as a PDF. Lab Results: view CBC, metabolic panel, thyroid, lipids, and other lab work ordered by your provider — each result shows your value, normal reference range, collection date, and a status badge (Normal, Abnormal, Critical, or Pending). My Locker: a private area to upload and store your own personal documents — insurance cards, prior records, or referral letters.
Requests
Refill Requests
Submit medication refill requests and track all pending, approved, and declined requests.
Go to the Medications tab, find the medication, and click 'Request Refill'. Add an optional note and submit. Your provider reviews the request and you'll receive a portal message when it's been decided. Track all past requests in the Refill Requests tab.
Release of Info
Authorize sharing your records with another provider, insurer, or designated person.
Fill in the recipient name, their relationship to your care, and which records to share. Submit the request and your provider will review it — you can track its status (pending, approved, or declined) in this tab.
Wellness
Screenings
Standardized mental health screenings assigned by your provider — completed right here in the portal.
Available screenings include PHQ-9 (depression), GAD-7 (anxiety), MDQ (bipolar disorder), ASRS (ADHD), PCL-5 (PTSD), ISI (insomnia), AUDIT (alcohol use), YMRS (mania), and others. Answer each question and submit — your score is calculated automatically and shared with your provider.
Mood Tracker
Log your daily mood on a 1–10 scale, add notes, and view trends over time.
One entry per day. Rate your mood from 1 (very low) to 10 (excellent), and optionally write a short note. Entries appear as a chart showing your emotional trends — a useful reference for both you and your provider at appointments.
Symptoms
Log daily symptom levels across multiple categories and track how they change over time.
Regular logging provides trend data that is more useful to discuss at appointments than trying to remember how you felt over the past weeks. The charts give you and your provider a clear, objective picture of your progress.
Safety Plan
Your crisis safety plan — includes your personal plan and any structured plans your provider has assigned.
The Safety Plan tab has two parts. Your Personal Safety Plan is a freeform document you develop collaboratively with your provider — it captures your warning signs, internal coping strategies, trusted contacts, and crisis resources. You can update it anytime. Provider-Assigned Plans are structured templates (such as a Suicidal Ideation Safety Plan or a Psychosis Safety Plan) that your provider assigns specifically for you. Each template walks through standardized sections — warning signs, coping strategies, means safety, emergency contacts, and professional resources — with fields you can fill in and save. Both types of plans are designed to be a reference you can return to during difficult moments. If you would like to review or update either plan, bring it up at your next appointment.
Neurofeedback
Myndlift remote neurofeedback — view your enrolled protocol, session targets, and access your Myndlift profile.
This tab is only visible if your provider has enrolled you in the Myndlift neurofeedback program. It shows your neurofeedback protocol (e.g., for PTSD or depression), your target number of sessions, your current enrollment status, and a direct link to your Myndlift profile where you can access your headset and session data. If you do not see this tab, you have not been enrolled — ask your provider if neurofeedback may be right for you.
Cycle Tracker
Log menstrual cycle phases and symptoms to track patterns related to mood, energy, and mental health.
The Cycle Tracker allows you to log your menstrual cycle day by day — tracking your current phase (menstrual, follicular, ovulatory, or luteal), associated symptoms (cramping, bloating, fatigue, headache, breast tenderness, acne), mood and energy levels, and free-text notes. This data helps identify patterns between your cycle phases and mental health symptoms like depression, anxiety, or irritability — which is clinically relevant for conditions such as PMDD (premenstrual dysphoric disorder). Your logs are visible to your provider in the clinical view. Only enter data when it is relevant to your care. If you have questions about how cycle patterns relate to your treatment, bring them up at your next appointment.
Wellness Journal
Write private journal entries to reflect on your mental health journey.
The Wellness Journal is a private space to write freely — only you can see your entries. Use it to process thoughts between appointments, track patterns you notice, or simply reflect. You can choose to share specific entries with your provider if you'd like to discuss them.
Worksheets
Interactive therapeutic worksheets assigned by your provider — complete them directly in the portal.
The Worksheets tab contains structured exercises your provider has assigned for you to complete between appointments. Available formats include Checklist, Reflection Prompts, Pros & Cons, CBT Thought Record, Behavioral Activation, Values Exploration, Safety Plan, SMART Goals, and Coping Skills Menu. Open a worksheet, fill in your responses, and submit — you can optionally share your completed responses with your provider so they can review them before your next session.
Resources & Videos
Handouts, psychoeducation materials, and educational videos selected by your provider.
Resources & Videos combines two types of provider-curated content. Assigned Resources include psychoeducation handouts, relaxation guides, and informational articles selected specifically for your care — reviewing them between sessions helps reinforce what you discuss during appointments. Educational Videos cover mental health topics like conditions, treatment approaches, and mindfulness techniques — your provider may assign specific videos as part of your care plan.
Connect
Messaging
Encrypted, private messaging directly with your provider — for non-urgent questions only.
Type your message and click Send. Your provider will receive it and respond through the portal. All messages are end-to-end encrypted. For urgent concerns, call (360) 342-6445. For emergencies, call 911 or 988.
Telehealth
Join your telehealth appointment via Doxy.me directly from the portal — no downloads required.
On desktop and Android, your Doxy.me waiting room opens directly inside the portal — no download or browser switch required. On iPhone or iPad, tap 'Open in Safari' when prompted; iOS requires Safari for reliable camera and microphone access. Make sure your camera and microphone are enabled when asked. Your provider will admit you at your scheduled appointment time.
Practice
Practice Policies
Review the full practice policies document — appointments, billing, confidentiality, and more.
This tab gives you direct access to Northwest Psychiatry's practice policies, including appointment and cancellation policies, confidentiality rules, your client rights, controlled substance policies, and telehealth consent. The same document is publicly available at northwestpsychiatry.org/practice-policies.
Crisis Support
Quick access to crisis resources and emergency contacts — available 24/7.
If you're struggling between appointments, the Crisis Support tab gives you immediate access to 988 (Suicide & Crisis Lifeline), the Crisis Text Line (text HOME to 741741), Maine-specific crisis numbers, and emergency contacts. Your personalized safety plan is also linked from this tab.
Account
My Profile
View your demographic information and contact details on file.
The My Profile tab shows the personal information your provider has on file for you — name, date of birth, contact details, and emergency contact. If anything is outdated or incorrect, send a message through the portal or call (360) 342-6445 to request an update.
Settings
Update contact info, manage security, view login history, request health records, and control AI data consent and privacy settings.
Settings has six sub-sections. Contact: update your phone, mailing address, and emergency contact. Security: enable Authenticator App (TOTP) 2FA, view recent login history (date, time, device), and use 'Sign out from all devices' to end all active sessions at once. Notifications: control email alerts for new messages and refill status updates. Health Records: see a 'What's on File' overview of the six record categories Northwest Psychiatry maintains for you, submit a formal HIPAA records request (choose record types, date range, format — PDF or paper — and delivery method — portal, email, mail, or fax), view previous request history and status, and read a plain-language summary of your six HIPAA client rights. Privacy & Consents: view your Consent Dashboard (AI Data Access, Non-TPO Information Sharing status, and Privacy Level indicator), manage the AI Consent Center (10 individual toggles for data categories accessible by AI features), toggle Non-TPO information sharing consent (authorizes sharing with partners like Uwill and Higher Ground Services for care coordination), and read a summary of what data is stored and how it's protected.
Step-by-step
Common Tasks
Click any task to expand the step-by-step guide.
Quick answers
Frequently Asked Questions
Still need help?
We're happy to walk you through the portal over the phone or by email — no question is too small.
Or visit our main FAQ for general questions about care, insurance, and telehealth.