Appointment Scheduling
Square to Tebra Appointment Sync
Every Square booking lands in Tebra automatically. New patients get a fresh record. Returning patients get their existing chart updated. Your front desk touches none of it.
Square
→
Keragon
→
Tebra (Kareo)
Most practices using Square for booking still have someone manually re-entering that appointment into Tebra. It takes time, creates duplicates, and when a returning patient gets a new chart, someone has to clean it up later. There's no reason this should still be a manual job.
Who this is for
This template is built fo you if:
- You use Square for patient booking and Tebra (formerly Kareo) as your EHR
- You run a medical spa, therapy clinic, private practice, or outpatient facility
- Your front desk is manually re-entering bookings into your patient management system
- You've dealt with duplicate patient records and know exactly how they happen
How it works
- A new booking is created in Square
- Keragon checks whether this patient already exists in Tebra
- If new → creates their patient record and schedules the appointment
- If returning → updates their info and adds the appointment to their existing chart
- Done. No manual entry. No duplicate records.
Key benefits
- Your front desk stops touching this entirely
- New and returning patients are always handled correctly — no duplicates
- Phone numbers and appointment durations are auto-formatted for Tebra
- Every booking is linked to the right patient chart, in real time
- Works from day one — no custom development required
How to get started
1
Click “Run this workflow”
You’ll be prompted to sign up or log in to your Keragon account. Once inside, you’ll land on your dashboard with a pre-filled prompt in the AI chat.
2
Generate the workflow with AI
Click the CTA in the chat to let Keragon AI build the workflow for you automatically - no manual setup needed.
3
Review and publish
Once the workflow is generated, configure and review it in the canvas, then publish with one click. Your automation will start running immediately.
Your AI prompt
This prompt will be automatically loaded in Keragon AI. Simply run it to generate your workflow, or copy and customize it first.
I use Square for patient booking and Tebra as my EHR. When a new booking is created in Square, build a sequential workflow using these exact steps in order:
1. Trigger: Square / Booking created
2. Text helper node: convert the appointment duration to text format (required by Tebra)
3. Date/time helper node: calculate the appointment end time from start time and duration
4. Square / Get customer: fetch the full customer record using the customer ID from the booking
5. Text helpers / Format phone number: format the customer phone number to Tebra's required format
6. Tebra / Get patients: search for the patient by name or phone number
7. Logic / Branch node - New or Existing Patient: Branch 'New patient': Tebra / Create patient → Tebra / Create appointment for new patient Branch 'Default' (existing patient): Text helpers / Text to number (to convert the patient ID to numeric format for Tebra) → Tebra / Update patient → Tebra / Create appointment for existing patient
I use Square for patient booking and Tebra as my EHR. When a new booking is created in Square, build a sequential workflow using these exact steps in order:
1. Trigger: Square / Booking created
2. Text helper node: convert the appointment duration to text format (required by Tebra)
3. Date/time helper node: calculate the appointment end time from start time and duration
4. Square / Get customer: fetch the full customer record using the customer ID from the booking
5. Text helpers / Format phone number: format the customer phone number to Tebra's required format
6. Tebra / Get patients: search for the patient by name or phone number
7. Logic / Branch node - New or Existing Patient: Branch 'New patient': Tebra / Create patient → Tebra / Create appointment for new patient Branch 'Default' (existing patient): Text helpers / Text to number (to convert the patient ID to numeric format for Tebra) → Tebra / Update patient → Tebra / Create appointment for existing patient
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