For pregnancy centers, the Center Overview report is the workhorse for monthly reporting, and Center Statistics is a shorter version for boards and donors. This article explains what each number means so your totals make sense.
The exact field and tab names may look a little different in CoolFocus 5, but how these numbers are calculated is the same. Set your date range first — it determines everything on the report.
Center Overview — the full set of statistics for monthly/annual reporting. Any blue underlined number is a drill-down: click it to see the list of clients behind it, then click a name to open the record.
Center Statistics — an abbreviated Center Overview for board and donor reporting (clients served, visits, pregnancy intentions, race, tests, ages, ultrasounds, times the gospel was shared). Offsite tests are included automatically here (on Center Overview you check "Include Offsite Tests").
Distinct Clients — the number of individual people served in the period. Visiting more than once still counts as one.
New Clients — clients with only one Case whose Initiated date falls within the period.
Repeat Clients — clients with more than one Case, or one Case initiated before the period.
New Clients + Repeat Clients = Distinct Clients. A client can't be both in the same period. (This is why a long date range can shift someone into "Repeat" — see Why Your Center Report Numbers Differ.)
Initial Pregnancy Intentions come from the Case — a client's intention before counseling. A client with multiple cases in the period can have more than one, so this total can exceed Distinct Clients.
Current Pregnancy Intentions come from the most recent Visit ("intentions after counseling") or the Ultrasound ("decision after ultrasound"). The ultrasound value always wins over a visit on the same date. This total can also exceed Distinct Clients.
Current Clients by Race and by Age each equal Total Distinct Clients.
Pre-Visit Spiritual Status equals Total Visits (not clients).
Pregnancy Tests are counted by the date the test was performed — a client served in the period may have tested earlier, so this won't always match client counts.
Ultrasounds — Total Performed is all ultrasounds in the period (balances to the Ultrasound Results detail report). At-Risk Clients counts ultrasounds for cases initially assessed Abortion-Minded or Abortion-Vulnerable.
Material assistance shows up when you record it as a Benefit on the visit (in Programs and Benefits).
Prenatal Vitamins counts a Resource Provided named "Prenatal Vitamins" selected on the visit. Add that option to the list first — see Managing Dropdown List Values.
