Square Appointments Patient Intake Integration
The Square Appointments integration connects Square services to EasyDocForms intake forms. It is designed for practices that already use Square for booking but need healthcare-specific intake, consent, insurance, ABN, and clinical documentation workflows.
What the Integration Does
With Square connected, EasyDocForms can:
- Load bookable services from Square.
- Map each Square service to an EasyDocForms form or packet.
- Auto-send forms for selected locations.
- Keep Square as the booking source of truth when enabled.
- Sync appointment context into EasyDocForms for intake and charting workflows.
Connect Square
In EasyDocForms:
- Open Square settings.
- Choose Connect with Square.
- Complete the Square authorization flow.
- Return to EasyDocForms.
- Refresh services if needed.
- Map each Square service to the correct form.
- Save Square settings.
Service Mapping
Service mapping controls which form is sent for each Square service.
Examples:
| Square service | EasyDocForms form |
|---|---|
| New patient chiropractic visit | Chiropractic intake packet |
| Botox consultation | Aesthetic consultation and consent |
| GLP-1 initial consult | GLP-1 medical history and consent |
| Workers' comp evaluation | Workers' comp intake packet |
| Follow-up visit | Short follow-up update form |
This is one of the strongest reasons to connect Square: different services can trigger different paperwork.
Specialty examples:
- Med spa intake and consent forms can map Botox, filler, laser, GLP-1, IV therapy, and consultation services to different forms.
- Nurse injector consent forms can map neurotoxin, filler, dissolving, consultation, and follow-up services.
- IV therapy intake and consent forms can map hydration, vitamin infusion, NAD, and new patient visits.
- Chiropractic intake forms can map new patient exams, personal injury consultations, Medicare visits, and re-exams.
- Podiatry intake forms can map diabetic foot evaluations, nail procedures, wound care visits, and foot or ankle injury visits.
- Acupuncture intake forms can map new patient visits, pain-focused visits, wellness visits, and follow-up symptom updates.
Auto-Send Forms by Location
Each Square location can control whether forms are auto-sent. If auto-send is disabled for a location, bookings at that location will not trigger form emails through the integration.
Use location-level controls when:
- Only some offices use EasyDocForms.
- A new location is still testing forms.
- One location uses a different intake process.
- You need to pause automation temporarily.
Square as Booking Source of Truth
When Use Square as booking source is enabled:
- Patients continue booking in Square.
- EasyDocForms public self-booking is turned off.
- Square remains the appointment system of record.
- EasyDocForms focuses on intake, forms, response review, and charting context.
This prevents competing booking links from confusing patients.
Default Mode
When Square booking source mode is off:
- EasyDocForms scheduling can remain active.
- Square service mapping can still control intake routing for Square-triggered workflows.
- Practices can use both systems intentionally if their workflow requires it.
Forms Must Have Active Links
Square service mapping uses forms with active share links. If a form does not appear as an option, confirm:
- The form exists.
- The form has an active share link.
- The form is not archived or inactive.
- You are looking at the correct organization.
Packets can be mapped the same way as standard forms. Use Form Packets when one Square service should trigger a combined workflow, such as intake plus consent plus Good Faith Exam.
Troubleshooting
| Issue | What to check |
|---|---|
| No Square services appear | Confirm Square is connected and services are bookable in Square. |
| A form is missing from mapping | Create an active share link for that form. |
| Patients get the wrong form | Check service mapping and location settings. |
| Public EasyDocForms booking is off | Check whether Square is set as booking source of truth. |
| Appointment data is not syncing | Reconnect Square or contact support. |