Standard care fields are edited in Visit Record sections. Chart templates configure additional document questions and historical chart documents. The settings list still includes built-in and custom templates; that does not mean a separate chart must be added to record the standard visit fields.
Chart templates define the fields and layout used on a chart. CoolFocus ships with built-in templates (Intake, Ultrasound, Vitals, Provider Note, Medical History, Abuse & Safety Screening, and others) and you can also build your own custom templates (CoolFocus Premium subscription required).
Go to Settings > Care Settings > Charts. The list shows two groups:
• Built-in templates: the templates CoolFocus ships with, each with its icon, color, and active/inactive state.
• Custom templates (Premium subscription required): templates that your organization has created, either from scratch or cloned from a built-in.
Each row shows the template's active state and a field count. Active templates also show a count of existing entries for that chart type.
Use the switch on a template row to activate or deactivate it.
• Toggling a built-in template on or off is available on every plan, not just Premium.
• Toggling a custom template (Premium subscription required) is gated the same way as building or editing one.
• Deactivating a template hides it from the Charts menu and stops new entries from being created against it. Existing chart entries for that template are never deleted, only hidden from active use. This keeps historical data intact if you reactivate the template later.
You can rename a built-in template and change its icon, color, or active status from its detail page. These edits are private to your organization: the first time you change a built-in template, CoolFocus saves your changes to an organization-specific copy of that template, it never changes the shared original that other organizations see. Other organizations always continue to see the standard built-in name, icon, and color unless they make their own edits.
A built-in template's underlying chart type cannot be changed and can't be reused by a custom template, so cloning or creating a custom template with the same underlying type as a built-in isn't allowed.
The Chart Templates settings list only offers Deactivate, not Delete, so day-to-day template management should go through the switch above. Deleting a template is only possible through the record's own delete action (for example, from the API or a generic record-level delete control) and behaves as described below.
If a template is deleted directly rather than deactivated, CoolFocus checks whether it is still in use before doing anything:
• Template has chart entries: the delete is blocked and you'll see "This template has chart entries and cannot be deleted. Deactivate it instead." No data is touched. Deactivate the template if you want to stop it from being used going forward.
• Template is linked to an appointment type: the delete is blocked with "This template is linked to one or more appointment types and cannot be deleted. Unlink it first, or deactivate it instead."
• Template has no chart entries and no appointment type links: the template is soft-deleted. It's marked inactive and removed from the settings list and every other read path, but the underlying record is preserved rather than permanently erased.
• Deleting your organization's customization of a built-in template (for example, a renamed or re-icon'd copy of Ultrasound): this reverts that chart type back to the built-in default rather than removing the chart type entirely.
Cloning is the fastest way to start a custom template (Premium subscription required): it copies a built-in template's fields into a new custom template that you can then edit freely, for example "start from our Pregnancy Test chart and add your own fields."
1. On a built-in template's row, choose Clone.
2. CoolFocus creates a new custom template and opens it in the template editor.
3. Edit the name, fields, icon, and color as needed.
If your plan doesn't include custom chart templates, the Clone action shows an upgrade hint instead of creating a template.
Note: you can only clone a given built-in template once. If you've already cloned a built-in, the Clone action for that template is disabled to avoid creating a duplicate.
Open a custom template from the list to reach its full editor, where you can rename it, add or remove fields, change its icon and color, and configure its approval workflow. See Custom Approval Chains for Custom Charts for how to set up a custom approval chain instead of the default physician review workflow.
When you use Map to Data Field to point a chart field at a client or case field, choose a write mode for that mapping:
• Read-only: the field prefills from the client or case record and shows a "Read-only" label on the field row. Nothing a staff member types there writes back to the record.
• Read-write: the field prefills from the record and writes back once the chart is completed.
Client identity fields like first name, last name, and date of birth default to read-only, so a mistyped correction on a chart can't fork the client record that duplicate-merge relies on. Contact fields like phone and address, and case-level fields like source and status, default to read-write. You can override the default for any mapped field from its field editor. Visit-level fields don't offer this toggle since they aren't mapped to another record.
In the template editor, drag a field by its handle to reposition it. You can drop it into a new spot within its own section, or drop it directly into a different section, and the field moves there along with its label, type, and other settings.
Every section's field list accepts drops from any other section, so moving a field from, say, a "Vitals" section into a "Notes" section works the same way as reordering fields within one section. If you have that field's editor panel open when you move it, the panel stays open on the same field instead of jumping to whichever field now sits in its old spot.
Use the visit's Ultrasound section for Info, Sonographer Notes, Physician Review and Baby 1–3. Use Files to upload images and Send to Physician in Ultrasound Info for the native Doc Alert. See Ultrasound: Images, Findings, and Doc Alert.
Medication/Drug Usage and Abuse Info are restored on the case's Case Info section. The Physical Symptoms choice is also on Case Info. Separate pain, pain rating, bleeding/spotting and prenatal care fields remain in clinical documentation. Historical chart documents remain available; do not create a duplicate document just to reach a standard record field.
The built-in STI Test chart's three STD questions, Tested for STD, STD Detected, and Concerned About STD, save straight to the same case fields that Center reports, segments, and exports read. Complete or update any of the three on an STI Test chart entry and the case updates right away, the same write-through Medical History and Abuse & Safety Screening already use.
If your organization built its own version of the STI Test template with different fields, that customization is unaffected. This write-through only applies to the standard, unmodified STI Test fields.
When staff start a new Intake chart entry and select an existing client in the client field, CoolFocus copies that client's demographics into the intake fields automatically. Selecting a client fills in:
• First and last name
• Date of birth
• Phone
• Email
• Address, city, state, and zip code
Staff can still edit any of these fields after they're filled in; the autofill just sets the starting values so staff aren't retyping information CoolFocus already has. If staff clear the client selection, CoolFocus clears these fields back to blank, so the intake never ends up carrying another client's demographics.
This autofill applies only to the Intake chart. Other chart types are not affected.
Any chart entry, whether it uses a built-in template or a custom template, can be printed or saved as a PDF using a standard Chart Clinical Record template. This works the same way for every chart type, so you don't need a separate print template for each one.
To print a chart entry, open it (from the visit record or the chart's own record) and choose Print / PDF in the entry's action bar.
The generated document includes:
• Client and visit details, plus the chart's number and status.
• Completion and sign-off details: who completed the chart, who signed it and their role, and when.
• Every chart field and its value.
• Approval history, when the chart went through a review/approval workflow.
• Lock and reset history, showing when the chart was locked, unlocked, or reset to draft, and by whom.
• Amendments, late entries, and addenda added after the chart was signed and locked. See Locked Records and the Addendum Flow.
If the chart hasn't been signed yet, the PDF shows an incomplete-review banner in place of a signature, so it's obvious the record is still in progress.
Viewing or printing a chart's PDF requires the same view permission for that chart's template type that you'd need to view the chart on screen; the print action doesn't bypass access control. If your organization wants a different layout, you can still build a custom document template for a chart using the template editor.
• Custom Chart Templates
• Custom Approval Chains for Custom Charts
• Forms vs. Charts
• Chart Fields That Write to the Client or Case Record
• Chart Sign-Off: Setup, Review, and Reminders
• Locked Records and the Addendum Flow
• Case Management Overview
