Key terms

Most of Track 2 Pay reads the way you would expect. A few words, though, mean something quite specific. Getting these straight now will save you confusion later — especially the difference between a payment and a payout, which is the single most common mix-up.

The money words

Transaction

One billable event: a session, an appointment, a missed appointment, a charge. It records who the clinician was, when it happened, what type it was, and a description. Everything else hangs off it.

In the app you will find these under Transactions. The page heading reads “Transaction Items”; it is the same thing.

Payment

Money your practice collected for a transaction. A single session usually has more than one, because the money arrives from more than one place — typically a Patient Amount and an Insurance Amount, tracked separately.

Payments are money coming in, to the practice.

Payout

The clinician’s share of a payment. If a session collected $180 and the clinician is on 55%, the payout is $99.

Payouts are money going out, to the clinician.

The one to remember: payments are what the practice collected; payouts are what the clinician is owed. The Transactions list shows both side by side, and in a few places the payout column is labeled Owed to Provider instead. Same number.

The people words

Provider

A clinician who earns payouts — a therapist, psychologist, counselor, psychiatrist. Provider records are created automatically the first time a name appears in an import; you never add them by hand.

The Provider role

Confusingly, “Provider” is also the name of one of the three permission levels for people who sign in. A person with the Provider role sees only their own published payout figures.

These are two different things. A clinician can exist as a provider record without ever signing in — that is the normal case. Linking a login to a provider record is what lets them see their own numbers. See what clinicians see.

Throughout this documentation, “provider record” means the clinician; “Provider role” means the permission level.

Owner and Editor

The other two permission levels. Owners can do everything, including managing the team. Editors run the day-to-day work but cannot change who has access. The full breakdown is in team and roles.

The process words

Payout condition

One pay rule. It has two halves: what it matches (this clinician, this transaction type, this service code) and what it pays (a percentage).

Conditions are checked in priority order and the first one that matches wins — so a specific rule placed above a general one overrides it. See payout conditions.

Payout batch

One pay period’s worth of calculation. You give it a description and a range of service dates; it pulls in every eligible transaction, applies your conditions, and produces a total per clinician.

The app calls the section Payouts and the button New Payout Batch. This documentation says “payout” for the everyday sense and “payout batch” when precision matters.

Draft and Final

A payout batch starts as a draft. You can inspect it, re-run it, rename it or delete it. Nothing is committed.

Finalizing locks it. The amounts stop moving, the transactions are marked as paid for, and the batch cannot be edited or deleted. This is deliberate and it is not reversible.

Published

A separate choice you make when finalizing. A published batch is visible to clinicians who have a login with the Provider role. An unpublished one is visible only to your team.

Batched and unbatched

A transaction is batched once it has been included in a finalized payout — it has been paid for. Unbatched means it has not, so it is still eligible.

Current payments and past payments

On a payout batch, current payments are the money on sessions that fall inside this period’s service dates.

Past payments are new money that arrived on sessions from an earlier period that has already been paid — a delayed insurance payment, say. Track 2 Pay pays these out at the rate that was applied originally, so nobody loses out because a claim took two months to settle.

The data words

Import

One upload of a billing file. Each import is kept as its own record so you can see what came in, when, and what changed.

Importer

Which format Track 2 Pay should expect. There are two: Therapy Notes Billing and Generic.

Unique ID

The fingerprint Track 2 Pay uses to recognize a session or a clinician it has seen before. This is what makes re-importing a file safe — matching records get updated instead of duplicated. If your file does not carry IDs, Track 2 Pay generates them from the content itself.

Metadata, or details

The extra fields carried along with a transaction — service code, insurer, location, appointment type, an abbreviated client name. You can see them on any transaction, and you can write pay rules against them.

Integrity check

Track 2 Pay’s review of transactions that fell through the cracks: sessions dated inside a period you have already paid for, but which were never included. Usually these are either genuine duplicates or genuine omissions, and it asks you which. See integrity checks.

Manual entry

A transaction typed in by hand rather than imported, for the things that never make it into a billing export. Manual entries go through an approval step before they join the ledger. This is an optional feature; if you do not see Manual Entries in your top menu, it is not switched on for your account.