What clinicians see

You can let each clinician sign in and see what they are being paid. Most of the awkward “can you send me my breakdown?” emails go away, and nobody has to be trusted with a spreadsheet containing everyone else’s numbers.

What they see

A clinician signed in with the Provider role sees:

their own sessions, on the Transactions page;
their own payout totals, from payout batches that have been published and finalized;
the line-by-line detail behind their own figures — date of service, session, what was collected, what they are owed.

What they do not see

Any other clinician’s sessions, payouts or totals.
Practice-wide totals, or how many clinicians there are.
Your payout conditions — they cannot see the rules, only the outcomes.
Payout batches that are in draft, or that were finalized without publishing.
Transaction imports, the Providers list, or anything under account settings.
Billing and invoices.

The restriction is enforced on the data itself, not by hiding buttons. A clinician cannot reach another clinician’s numbers by any route.

Setting it up

Three steps, and the first two only happen once per person.

1. Invite them

An Owner goes to account settings (the gear icon, then your account name), opens the Team tab, and clicks Invite Team Member. Enter their email and set Permission to Provider.

They get an invitation email and choose their own password. Until they accept, they show in the team list as pending invitation.

2. Link them to their provider record

Go to Providers, find their row, click the edit (pencil) button, and set the User field to their login. Click Update.

This is the step that connects “somebody who can sign in” to “a clinician in the billing data”. Without it they can sign in but will see nothing at all.

The User dropdown only offers people with the Provider permission. If the person you want is not listed, they were invited at the wrong level, or have not accepted their invitation yet.

3. Publish a payout

Nothing becomes visible until a payout batch is finalized with publishing turned on. When you finalize, leave Publish snapshot ticked.

That decision is made once per batch and cannot be changed afterwards. A batch finalized without publishing stays private permanently.

What they will ask you

“Why can’t I see this month?” — because it has not been finalized yet, or was finalized without publishing. Drafts are never visible to clinicians.

“Why is this session missing?” — most likely it arrived after that period was finalized. It will appear in the next payout, and if it is money on an already-paid session, it will come through as a past payment at the original rate.

“Why is the percentage different from what I expected?” — check which rule matched, in the batch’s line-item table. Remember that the first matching rule wins, so a general rule sitting above a specific one is the usual culprit. See payout conditions.

“I got paid for a January session in March.” — that is a past payment. Insurance settled late; Track 2 Pay paid it at January’s rate. This is working correctly.

Turning access off

Clear the User field on their provider record, or remove them from the team entirely — removing somebody from the team unlinks them automatically.

Either way their provider record and its payout history stay untouched, as they must, since they are part of finalized periods.