Staff can send forms and consent documents straight from a client record or a case record, without opening an appointment first. Look for the Send Forms & Consents button on the client's Records tab, or the Send Forms & Consents action in the actions menu (the "..." menu) on a client or case record.
This uses the same send dialog you already know from appointments. The only difference is how CoolFocus figures out which appointment to attach the forms to.
Some forms write their answers straight to a case or a visit. To send those, CoolFocus needs to know which case and which visit the answers belong to before it can show you what to send. Where you start from decides what it asks:
• From a client record: CoolFocus asks which case this is for, then which visit.
• From a case record: the case is already known, so CoolFocus only asks which visit.
• From a visit (the existing flow inside an appointment or visit record): nothing to ask, you already have all the context.
1. Open the client record and click Send Forms & Consents (on the Records tab, or from the actions menu).
2. Pick the case this is for from the list shown.
3. Pick the visit this is for. Visits are listed most recent first, with their date and reason.
4. CoolFocus opens the familiar Send Forms & Documents dialog, scoped to that visit's appointment. Select what to send as usual.
If the client has no cases yet, CoolFocus tells you there is nothing to pick and you can send consents only instead (see below).
1. Open the case and click Send Forms & Consents from the actions menu.
2. Since the case is already known, CoolFocus asks only for the visit.
3. Pick a visit to continue to the send dialog.
Forms are sent by text to an appointment, so a visit needs a linked appointment before you can send from it. If you pick a visit that has no appointment attached (for example a walk-in visit), CoolFocus tells you that visit isn't linked to an appointment and asks you to pick another one instead of opening the send dialog.
If you just need to get a consent document out and don't need to pick a specific case or visit, click Send consents only on the case/visit picker. CoolFocus looks up the client's most recent appointment and opens the send dialog scoped to consent documents only, titled Send Consent Documents. Forms that write to a case or visit are left out of this list since there is no chosen visit to attach them to.
If the client has no appointment at all, CoolFocus tells you there is nothing to send from and suggests picking a visit instead, or scheduling an appointment first.
• Viewing submitted client forms from an appointment
• Sending Intake Forms in Bulk from the Appointment List
• Forms vs. Charts
• Case Management Overview
