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      Setting up Square - Hardware and settings to ensure smooth Operations for charting and checkout in the EHR

      Read below to ensure you are set up properly before treating your first patient!

      Apple iPad

      If planning to use the EHR for patient charting and for receiving payments, an Apple Ipad is required. The patient checkout flow will not work on anything other than an iOS system if you wish you connect to a Square reader to tap/insert/swipe cards.

      - Recommended refurbished IPad link HERE
      (completely adequate for what you will need!)

       

      Square Settings

      Your Square user is under Portrait's account and you will not be able to modify any internal Square settings in the Square POS app on your iPad.

       

      Square POS

      Square POS is the app we use for payments. In order to process payments you’ll need the following: 

      Your Operations manager will send you an invitation email to join Portrait’s Square Account. Your entire Medspa (if there's multiple providers) will share and use the same login. 

      I. Note: You do not need to configure anything in the Square app.
      II. Square terminals do not work with our system, you should purchase the small square reader instead (linked above) for any questions, submit a ticket to Tech here. 

      Here are some screenshots for your reference of the invite emails you will receive when setting up your account:

      ** IGNORE: no need to download the Team app.
      *Note: You do not need to touch or configure anything else within Square.

       

      Checkout Flow Steps:

      In order to checkout, you need to do the following:

      • Complete all the service visit steps including what service they are getting, how many units, signed consents and scanned assets.
      • On step number 10 click on the checkout button to proceed.
      • Choose your payment method:
        • Card on file: the customer will be charged using the card they have saved in the EHR, which the customer entered during the registration process if you chose to collect CC info upon registration (by setting up a cancellation or deposit fee policy)
        • Cash
        • Charge with Square: you will be redirected from the Chrome browser to the Square POS app. Use the Square card reader connected via bluetooth to the iPad to process the payment.

      • Here are some images for reference:

       

      Square Transaction Fees:

      Square transaction fees range from 2% to 2.9%, depending on the card used and whether the card is present or not. There is also an additional $0.10 fee per transaction.

       

       

      Bank Account Information


      Portrait will link your bank account to Square with the bank account details inputted during EHR onboarding. 

      How long does it take for the funds to show up in my bank account?
      Square funds should be deposited into your bank account within 2 business days from the transaction. 

       

       

      Google Chrome

      Pro-Tip: Always use Chrome to access the EHR: https://ehr.portraitcare.com/