Transaction Imports

Overview

Transaction imports allow you to bring billing data into Track 2 Pay from external systems. The import process creates transactions, payments, and providers automatically from your data files.

Supported File Format

Track 2 Pay accepts Excel files (.xlsx) for transaction imports. Each row in the spreadsheet represents a transaction with its associated provider and payment information.

Import Parsers

The system supports multiple import parsers, each designed for specific data sources:

Therapy Notes Billing Parser

A specialized parser for Therapy Notes billing exports. This parser is configured for mental health practice billing data.

Required Columns:

The parser expects the standard Therapy Notes billing export format with columns including:

• Date, Type, Appointment Type, Billing Method
• Clinician Name, Clinician Type, Clinician NPI
• Patient information (Last Name, First Name, DOB, Member ID)
• Insurance details (Primary/Secondary Insurer, Group, In Network)
• Payment amounts (Patient Amount Paid, Insurance Amount Paid)
• Service details (Service Code, Units, POS, Modifiers)

TIP

Export your billing data directly from Therapy Notes in the standard format. The parser automatically maps all fields.

Filtered Records:

Only records with Type = "Appointment" or "Missed Appointment" are imported. Other record types are skipped.

Generic Parser

A flexible parser for general-purpose transaction imports. Use this when your data doesn't come from a specialized system.

Required Columns:

Column Name	Description
Description	Description of the transaction
Provider Name	Name of the service provider
Provider Type	Category/type of the provider
Transacted At	Date/time when the transaction occurred
Type	Transaction type (e.g., "Appointment", "Service")

Optional Columns:

Column Name	Description
Provider Unique ID	Unique identifier for the provider
Transaction Unique ID	Unique identifier for the transaction

Custom Metadata Columns:

You can add custom columns to store additional data:

• tx.details[Field Name] - Custom transaction metadata (e.g., tx.details[Service Code])
• pr.details[Field Name] - Custom provider metadata (e.g., pr.details[Department])
• payment[Description] - Payment line items (e.g., payment[Client Payment], payment[Insurance Payment])

Example Columns:

Description | Provider Name | Provider Type | Transacted At | Type | payment[Insurance] | payment[Client] | tx.details[Service Code]

Importing Transactions

To import transactions:

1. Navigate to the Transactions page.
2. Click the Import Transactions button.
3. Select the appropriate parser from the Imported From dropdown.
4. Select your timezone.
5. Upload your Excel file.
6. Click Import.

The import runs in the background. You'll see progress updates and a completion notification.

How Matching Works

When importing, the system matches records to existing data using unique IDs:

Provider Matching

1. If a Provider Unique ID is provided, the system looks for an existing provider with that ID.
2. If found, the existing provider is used and updated if needed.
3. If not found, a new provider is created.

Transaction Matching

1. If a Transaction Unique ID is provided, the system looks for an existing transaction with that ID.
2. If found, the existing transaction is updated.
3. If not found, a new transaction is created.

Automatic ID Generation

If no unique IDs are provided in your file, the system generates them automatically based on:

• Transaction: Date, type, description, and provider
• Provider: Name and type

This allows the system to detect duplicates even without explicit unique IDs.

Handling Updates and Duplicates

Re-importing Data

You can safely re-import the same data file. The system:

1. Matches existing records using unique IDs
2. Updates changed fields
3. Tracks which records are new vs. updated

WARNING

Never import older file - always import latest data available.

Payment Updates

When payment amounts change:

• If the transaction is not yet batched: The existing payment is updated with the new amount.
• If the transaction is already batched: A new adjustment payment is created to reflect the difference.

This ensures accurate tracking of payment changes over time.

Duplicate Detection

The system prevents duplicate unique IDs within a single import file. If the same unique ID appears multiple times, the import will fail with an error indicating the duplicate rows.

Import Status

Each import has a status:

Status	Description
Processing	Import is currently running
Completed	Import finished successfully
Failed	Import encountered an error

Import Statistics

After completion, you can view import statistics:

• Transaction Count: Total transactions processed
• New Transactions: Newly created transactions
• Updated Transactions: Existing transactions that were updated
• New Payments: Newly created payment records
• Updated Payments: Payment records that were adjusted

Error Handling

Common Errors

Invalid file format

• Ensure you're uploading an .xlsx file
• Verify all required columns are present
• Check that column headers match exactly

Duplicate unique IDs

• The same unique ID appears multiple times in your file
• Review the indicated rows and correct the data

Viewing Errors

If an import fails, click on the import to see error details. The error message indicates what went wrong and which rows (if applicable) caused the issue.