Scheduling and Appointment-Linked Intake
EasyDocForms scheduling lets practices publish booking links, define visit types, attach required intake forms, and manage appointments inside the app. It is designed for clinics that want forms connected to the visit, not floating in a separate form tool.
Scheduling Feature Access
Scheduling may be controlled by organization feature access. If you do not see Appointments or Scheduling, check Feature Access or ask an administrator.
Public Booking Link
Scheduling settings include an office slug used to create a public booking path:
/book/{officeSlug}Patients use this link to select a service, choose a date and time, enter contact information, and book an appointment.
Public Self-Booking
Public self-booking can be enabled or disabled. If it is disabled, the scheduling settings can still be used for internal appointment management or future configuration, but patients should not be directed to book themselves through the public link.
If Square is configured as the booking source of truth, EasyDocForms public booking stays off while Square remains responsible for appointment booking.
Visit Types
Visit types represent services patients can choose. Each visit type can include:
- Name.
- Slug.
- Duration.
- Mode, such as in-person, telehealth, or hybrid.
- Description.
- Active status.
- Required form.
Visit types are the key to long-tail service-specific intake. For example:
- New patient chiropractic visit -> chiropractic intake packet.
- Botox consult -> aesthetic consultation consent.
- GLP-1 initial visit -> metabolic intake form.
- Workers' compensation evaluation -> PI and workers' comp packet.
- Follow-up visit -> shorter update form.
Required Forms
Each visit type can use:
- A specific required form.
- A packet that combines multiple forms.
- The default intake form.
- No form.
Use specific required forms or form packets when different services need different paperwork. Use a default intake form when most appointments share the same form.
Availability
Scheduling settings include weekly availability windows. Each day can be enabled or disabled, and multiple windows can be configured.
Examples:
- Monday 9:00 AM to 12:00 PM and 1:00 PM to 5:00 PM.
- Wednesday mornings only.
- No Sunday availability.
Overlapping windows are merged automatically after saving.
Booking Window and Notice
Scheduling settings can control:
- Booking window in days.
- Minimum notice before an appointment.
- Slot interval.
- Timezone.
These controls help prevent patients from booking too far out, too soon, or outside the clinic's operating rhythm.
Internal Appointments
Staff can also create appointments internally from the Appointments page. Internal booking requires:
- Visit type.
- Appointment date.
- Start time.
- Patient first and last name.
- Email or phone.
- Optional booking notes.
Appointments display intake workflow status such as:
- Forms received.
- Forms pending.
- No intake attached.
- Cancelled.
Appointment Cancellation
Non-Square appointments can be cancelled from EasyDocForms. Square-managed appointments should be managed in Square when Square is the booking source of truth.
Appointment-Linked Notes
When patient profiles and clinical documentation are enabled, staff or providers can open a patient from an appointment and create an appointment-linked note. The note can include encounter context such as appointment ID, encounter time, and visit type.
Patient Booking Flow
A typical patient flow:
- Patient opens the booking link.
- Patient selects a visit type.
- Patient chooses an available date and time.
- Patient enters contact details.
- Appointment is confirmed.
- If a required intake form is attached, the patient is directed to complete it.