Your clinicians

A provider record is a clinician who earns payouts. In a therapy practice that is your therapists, psychologists, counselors and psychiatrists — anyone whose work generates a payment you split.

You will find them under Providers.

They create themselves

You never add a clinician by hand. There is no “New Provider” button.

The first time a name appears in an import, Track 2 Pay creates a provider record for it. Import June’s billing and everyone who billed in June is there. Hire someone in July and they appear when July’s file lands.

This means the list is always exactly the people in your billing data — no maintenance, and no chance of paying somebody who is not really there.

The columns

Column	What it is
Unique IDs	The identifiers Track 2 Pay uses to recognize this person in imports
Name	Their display name, from your billing data
Type	Their category — Psychologist, Licensed Clinical Social Worker, and so on
User	The login linked to them, if any

Name and Type come from your billing system and are read-only here. To change them, change them at the source and re-import.

Unique IDs, and why one person can have several

A unique ID is a fingerprint. When a row arrives in an import, Track 2 Pay looks up its clinician identifier; if it matches an existing provider record, the session goes to that person, and if it does not, a new record is created.

A provider can carry more than one ID, which matters in two situations.

The same person in two systems. If TherapyNotes knows them by NPI and your own spreadsheet knows them by staff number, both IDs attach to the one record and both sources feed the same person.

A name that changed. Someone marries, or a typo gets corrected. The old and new identifiers can both live on the one record so history stays joined up.

If a clinician’s file supplies no identifier at all, Track 2 Pay generates one from their name and type. That works — but it does mean an inconsistent spelling produces a second, separate person. Which brings us to:

When the same person appears twice

If you see “Maya Ellison” and “Dr. Maya Ellison” as two rows, your billing data is inconsistent. Each will accumulate their own sessions and their own payouts, and neither total will be right.

Fix it at the source: make the spelling consistent in your billing system and re-import. If your source system supports a stable clinician identifier — an NPI, a staff number — use it, and spelling stops mattering.

If you have already run payouts against both, talk to support before you change anything, so that history can be reconciled properly rather than patched.

Giving a clinician their own login

A provider record is a clinician in your billing data. A user is somebody who signs in. They are separate things: most clinicians exist as provider records and never sign in at all.

The User column on this page is where you connect the two. Click the edit (pencil) button on a clinician’s row and set the User field to their login. The dropdown only lists people who already have the Provider permission on your account, so if the person you want is missing, they were invited at the wrong level or have not accepted their invitation yet.

Linking is one of three steps, and on its own it shows them nothing — what clinicians see walks through all three, including the publishing step that actually makes numbers visible.

Related

• Payout conditions — setting each clinician’s rate.
• What clinicians see
• Team and roles