What Track 2 Pay does

If your practice pays clinicians a percentage of what they bill, you already know the monthly ritual: export the billing report, paste it into a spreadsheet, hunt for the sessions that got entered twice, apply a different rate for each person, and hope the formulas are still pointing at the right cells.

Track 2 Pay replaces that spreadsheet.

You give it your billing data. You tell it, once, how each clinician is paid. From then on it works out exactly what everybody is owed for a given pay period — and it shows its work, every time.

The shape of a pay period

Whatever your practice looks like, a period in Track 2 Pay follows the same five steps.

1. Import your billing data. Upload a TherapyNotes billing export, or your own spreadsheet. Track 2 Pay reads who saw the client, when, what was billed and what was actually collected.
2. Review what came in. It flags anything that looks like a duplicate or a session that slipped past an earlier period, and asks you to decide.
3. Set your pay rules. “Maya gets 62%.” “Group sessions pay 40%.” You write these once; they keep applying until you change them.
4. Create the payout. Pick the service dates for the period. Track 2 Pay calculates what each clinician is owed and shows you a breakdown you can check line by line.
5. Finalize and publish. Lock the numbers in. If you choose to publish, each clinician can sign in and see their own total — and nothing else.

What makes it different from a spreadsheet

It knows when you have already paid for something. Every session that has been through a finalized payout is marked. Import the same file again next month and Track 2 Pay updates it rather than paying for it a second time.

It handles money that arrives late. Insurance pays out weeks after the session. When that money lands, Track 2 Pay pays the clinician for it at the rate that applied when the session happened — not at whatever rate you happen to be using now. These show up as past payments on the payout.

It catches the awkward cases. A session re-imported because the service code changed looks like a brand-new charge to a spreadsheet. Track 2 Pay spots it, tells you how confident it is, and shows you exactly which field differs so you can make the call.

Nothing is quietly overwritten. Pay rules are version-logged with who changed what and when. A rule that has been used in a finalized payout cannot be deleted out from under history. Already-paid sessions are voided with an offsetting adjustment rather than edited away.

Who it is for

Track 2 Pay is built for group practices where compensation is a percentage or a split rather than a salary — mental health practices above all, and particularly those on TherapyNotes, whose billing export it reads natively.

If you bill elsewhere, you can still map your own spreadsheet into it. See Importing a spreadsheet.

What it does not do

It is worth being clear about the boundaries.

• It does not move money. Track 2 Pay works out what each clinician is owed and shows them the number. Paying them — payroll, transfer, check — still happens wherever you do that today.
• It does not replace your billing system. TherapyNotes (or whatever you use) remains where claims and payments are recorded. Track 2 Pay reads from it.
• It is not a clinical record. No progress notes, no charts, no treatment history. Client names and identifiers come across only as far as they are needed to match sessions to each other and spot duplicates — nothing more than the billing line carries. That billing line is still protected health information, and Track 2 Pay handles it as your business associate under a Business Associate Agreement.

Where to go next

If you want to see it work end to end, follow the quick start — it walks a first payout from empty account to published numbers.

If you would rather understand the vocabulary first, read key terms. The words transaction, payment and payout each mean something specific here — and the difference between a payment and a payout is the one worth getting straight early.