Standard care fields live in Visit Record sections. Documents holds additional records: chart documents, client forms, consents and assessments. These labels explain what an item is and who completes it.
Kind | Purpose |
|---|---|
Chart | Staff documentation with its own completion and review workflow |
Client form | Questions completed by a client through a link or portal |
Consent | A document the client reviews and signs |
Assessment | An assessment document or questionnaire configured by the center |
On a visit, open Workspace and the relevant section for General Info, Counseling, Pregnancy Test, Ultrasound, STI Tests and other standard visit fields. Open Documents for additional documents. Use Files for uploaded files, including ultrasound images.
Appointment types determine the client paperwork for a service. Staff can send it from the appointment or from Send Forms & Consents on a client or case. Completed responses can be read before starting a visit. Starting the visit connects the case and visit and applies relevant mapped answers.
When you add a field to a client-facing form and choose Map to Data Field, the picker only lists fields it makes sense to ask a client. Administrative and system fields, like an Active flag, internal keys, or computed rollups, don't appear on the client form picker. Staff-judgment fields, like assessment scoring or consultant-only classifications, don't appear either. If a field you're looking for is missing from a client form, that's almost always because it isn't meant to be asked of a client, not a missing feature.
The same full field list stays available when you build staff-facing chart templates, where exposing an internal field is a legitimate choice. See Custom Chart Templates.
When you map a form field to an existing client, case, or visit field, you choose a write mode:
• Read-only: prefills the field with the record's current value and never writes the client's answer back to that record. Use this for facts you already have on file and don't want a client's typo to overwrite, such as legal name or date of birth.
• Read-write: prefills the field and, when the client submits, writes their answer back onto the mapped record. This is the default for most mapped fields.
Client identity fields, first name, last name, middle name, preferred name, and date of birth, default to read-only when mapped, since a client mistake there could quietly change an existing record. You can switch a mapped field's write mode at any time from the field's settings in the form builder. Visit-level mappings don't show a write mode toggle; visit fields always write through.
When you open a submitted form's answers, each answer that CoolFocus applied to a client, case, or visit field shows a short note under it, like "Wrote to Client · Email". An answer without this note stayed on the form and was not copied onto a record field.
The same connection shows up on the record side. Open a client, case, or visit field that came from a form submission, and CoolFocus shows a small caption below it, like "From client form · Client Intake · Aug 16, 2026". Click the caption to open that submission and see everything the client answered.
This works for client fields, case fields, and visit fields. It does not change how form data gets applied — it just makes the source of a value visible wherever you are looking at it.
• A submitted form response is a faithful record of what the client reported. It stays attached as that submission even after the visit starts.
• You can send forms to new and returning clients. There is no separate old-style "intake form" holding tank that blocks later visits.
• Appointment types control which forms and consents go with each service. See Appointment Types and Booking Rules and Viewing submitted intake forms from an appointment.
A custom chart document contains the questions configured by your center. It may have its own completion and sign-off workflow. Completing a document, recording a standard visit section and completing the visit are separate actions.
Doc Alert is the native Ultrasound section's physician review. Set the Physician and Notify User After Doctor Signs, then choose Send to Physician. Approvals is the inbox for eligible review work. A document's custom chain keeps its template name, and a separate visit provider review is not a Doc Alert.
Submitted client answers retain their original response record. A mapped answer can update a current record field when applied; editing that current record later does not rewrite the original submission. Review mapped changes before completing staff documents.
Sharing files or results with the client is a separate action; saving or signing does not automatically share them.
Send forms and consents from a client or case without opening an appointment first.
How mapped chart fields write to the client or case, including markers and completion confirmation.
Keep a running history of Intentions and Assessment changes on a case after intake.
Set up chart reviewers, send charts for review (including required Notify on sign-off for Ultrasound), and understand reminders and overdue escalation.
