If you are moving from CoolFocus 3, the familiar information is organized around the client, case and visit. Use this guide to find the current entry point.
What you need | Where to go |
|---|---|
Client identity and contact details | The client record, or shared client information in the visit's General Info section |
Medication/Drug Usage and Abuse Info | The case's Case Info section |
Vaping, smoking, drug or alcohol use | The case's Case Info section |
Birth control information | The case's Case Info section, in the Birth Control Information group |
STD history (tested for STD, STD detected, concerned about STD) | The visit's STI Test chart; completing it also updates the same answers on the case |
Case type | The case's Case Type field; separate from an appointment type |
Counseling, Pregnancy Test, Ultrasound or STI results | The relevant Visit Record section inside the visit's Workspace tab |
Vitals: temperature, oxygen level (O2), heart rate, heartbeat, blood pressure, glucose level | Counseling, in the Vitals at Visit group |
Ultrasound images | Files → Upload files, then choose Ultrasound under File under |
Physician send and sign-off for an ultrasound | Ultrasound → Info, select Physician and Notify User After Doctor Signs, then Send to Physician |
Review work assigned to you | Approvals |
Additional chart documents, client forms, consents or assessments | Documents on the visit |
Previous pregnancies | Previous Pregnancies in client history |
Client paperwork not yet submitted | Open the appointment and check its forms and consents |
Birth control type and type of STD entered in CF3 | The case's Case Info section, in the Birth Control Information and STD Information groups |
"Uses vape?" answer entered in CF3 | The case's Case Info section, in the Birth Control Information group |
Birth control type and STD type now show the answers your center already recorded in CoolFocus 3, including for clients migrated before this fix. Birth control type can hold more than one selection.
Vaping, STD history, or birth control answers missing from the Medical History chart? A field sync issue used to keep some Medical History answers from carrying over from CoolFocus 3 into the CoolFocus 5 chart. This has been fixed. If you still don't see these answers on a client's Medical History chart, contact support so we can check your account.
Some clients moved from CoolFocus 3 do not show all of their health history on the CoolFocus 5 client's Activity timeline.
Known migration issue: the timeline can hide a client's health history when the original CoolFocus 3 record had no visit date, or when the record was soft deleted before the move to CoolFocus 5. Our team is working on a fix for these two cases.
If a client's health history is missing from the Activity timeline and neither of those two conditions applies to that client, contact support with the client's name so we can look into the specific record.
The staff creation flow saves actual records as you continue through Client demographics, Case and Visit. Creating a case is a shorter flow that ends on the case. There is no separate intake holding record that must be submitted to make the person exist. Client forms and consents are the paperwork the client completes through a link or portal.
Saving ultrasound findings does not send them to a physician. Sending creates review work; the physician then records a decision. Completing a visit's board status does not replace that decision. A separate visit provider review and a custom chart document's sign-off have their own workflows.
An individual note lock, native Doc Alert state and signed chart document are different. Use the action offered for the item you are correcting. Native Reset Doc Alert requires an administrator after send; chart documents may offer addenda or another authorized correction path. Uploading an image or signing a record does not automatically share it with the client.
CoolFocus 3 and CoolFocus 5 are separate systems, not two windows on the same data. When your organization moved to CoolFocus 5, your CoolFocus 3 records were brought over once, as a one-time move. After that move, the two systems stop talking to each other.
That means a visit you create in CoolFocus 5, including an ultrasound visit with its images and findings, is saved in CoolFocus 5 only. It will not appear in CoolFocus 3, no matter how you save it or how much time passes, because there is no ongoing connection sending new CoolFocus 5 work back to CoolFocus 3.
The same one-way, one-time relationship applies to staff permissions; see User Groups Created in CoolFocus 5 Do Not Grant Access in CoolFocus 3 for that side of it.
If your team is still using both versions, agree on one version as the source of truth for new client and visit work, and enter it there. Checking a client's history in the other version, instead of relying on both staying current, avoids missed information during the transition.
