Visits document what happened during a specific client interaction. A visit may be connected to an appointment, service, class, test, ultrasound, consultation, or other encounter your organization tracks.
Client and date of service.
Visit type or service type.
Staff involved.
Location or center.
Notes and outcomes.
Related tests, forms, referrals, tasks, or attachments.
Confirm you are on the correct client record.
Open or create the visit for the right date and service type.
Document the services provided and any required outcomes.
Add follow-up tasks, referrals, or case updates when needed.
Review reporting fields before closing the visit workflow.
An appointment reserves time on the schedule. A visit records the care or service that actually happened. Some organizations create visits from appointments, others create or update them during check-in or after the interaction.
Recording class attendance from the client's Points tab can create a visit for the session date on the client's active case when needed. If a same day visit already exists, the attendance award links to that visit instead of creating another one.
Each visit shows up as its own entry on the client's timeline and, if the visit is linked to a case, on that case's timeline too.
The entry is labeled "Visit" with a stethoscope icon, and its summary line shows whatever is available for that visit: the primary visit reason, visit status, center, and consultant.
The entry links back to the visit for full detail.
Deleted visits, and visits without a recorded visit date, are left off the timeline.
Seeing this entry requires the same kind of permission as other timeline activity types. A user or user group without permission to view visit activity will not see these entries on a client's or case's timeline, even if they can otherwise view the client or case. See User Groups and Permissions.
When a visit records that an STI test was performed, that test shows up as its own entry on the client's timeline and, if the visit is linked to a case, on that case's timeline too.
The timeline entry shows a short summary of results by test (for example, "Chlamydia: Negative, Gonorrhea: Positive"), or "STI test performed" if no individual results were recorded.
The entry links back to the visit for full detail, but it does not show visit notes or treatment information on the timeline itself, only the result summary.
Deleted visits, and STI tests without a visit date, are left off the timeline.
Seeing this entry requires the same kind of permission as other timeline activity types. A user or user group without permission to view STI test activity will not see these entries on a client's or case's timeline, even if they can otherwise view the client or case. See User Groups and Permissions.
When a visit records that a pregnancy test was performed, that test also shows up as its own entry on the client's timeline and, if the visit is linked to a case, on that case's timeline too.
The timeline entry is labeled "Pregnancy Test" and summarizes the result (for example, "Positive"), whether the results were confirmed, and whether the test was performed offsite. If none of that detail was recorded, the entry just reads "Pregnancy test."
The entry links back to the visit for full detail.
Deleted visits, and pregnancy tests without a visit date, are left off the timeline.
This is separate from the Previous Pregnancies history described in Client Records and History. A Previous Pregnancies "Pregnancy Test Date" milestone comes from a client's recorded pregnancy history and only ever appears on that client's own timeline. This entry instead reflects a pregnancy test actually performed during a visit, and, like Vitals and STI Test entries, can appear on both the client's and a linked case's timeline.
Seeing this entry requires the same kind of permission as other timeline activity types. A user or user group without permission to view pregnancy test activity will not see these entries on a client's or case's timeline, even if they can otherwise view the client or case. See User Groups and Permissions.
The visit workspace's Overview tab includes a Chart status card that gives you an at-a-glance rollup of every chart on the visit, both custom chart entries and built-in chart sections, without opening the Charts tab.
The card only appears when the visit has at least one chart. If there are no charts yet, the card is left off the Overview tab.
Chart entries are broken out into status chips: in review, need signature (completed and awaiting sign-off), in progress (draft), and not started.
Built-in chart sections (such as Ultrasound) that are not yet locked/signed are counted in an unsigned built-ins chip, separate from custom chart entry statuses.
A signed chip shows how many chart entries have been fully signed off.
Only chips with a count greater than zero are shown. If every chart on the visit is complete, the card shows "All charts are up to date" instead of chips.
The card's header shows the total number of charts on the visit (custom entries plus built-in sections).
Use the Workspace and Charts links on the card to jump straight to the visit workspace or the visit's Charts tab.
Use the single Add Chart button at the end of the charts list in the visit workspace sidebar to add what you need for this visit. Clicking Add Chart opens a searchable command menu grouped into two sections:
Standard charts: the built-in workspace chart sections (such as Pregnancy Test, Ultrasound, and STI Test) plus any active system chart templates your organization has configured, such as Provider Note.
Custom charts: your organization's active custom chart templates.
Only charts that are not already on the visit are listed, so a chart disappears from Add Chart once it has been added, and reappears if it is later removed or deleted.
Client Advocacy (counseling) and Vitals are always present on every visit, are never shown in Add Chart, and cannot be removed.
Standard charts, both built-in sections and system chart templates, can be added even if the visit is not yet linked to a client.
Adding a custom chart creates a draft chart entry on the visit. The visit must have a linked client before you can add a custom chart.
If custom chart templates fail to load, Add Chart still shows the available standard charts and displays a message that custom charts failed to load, so you are not blocked from adding a standard chart while that happens.
While you are working a visit, the workspace (client info panel, charts, and forms list) keeps track of whether you have edits that have not been saved yet. This includes edits to custom chart entries, both their field values and their completion notes.
If you try to switch to a different chart (built-in or custom), form, or the Client Info panel while you have unsaved edits, CoolFocus asks "You have unsaved changes. Are you sure you want to leave?" before letting you switch.
The same warning appears if you try to change the workspace filter (for example, from "All items" to "Forms & consents") while you have unsaved edits.
If you try to navigate away from the visit entirely, or close or reload the browser tab, with unsaved edits pending, you will get the same warning so you do not lose your work by accident.
Choosing to leave discards the unsaved edits. Choosing to stay keeps you on the current chart or form so you can save first.
Saving a chart or the client info panel clears the warning immediately, so you can move to the next chart or form without being prompted again.
Pregnancy Test, Ultrasound, and STI Test are optional built in charts. If one gets added to a visit by mistake, you can remove it again:
In the visit workspace sidebar, hover the chart and choose the trash icon (or use the "Remove [chart name]" button), then confirm.
Removing a chart unchecks that the service was performed on this visit, the same as unchecking the Performed checkbox. It moves back under Add Chart so it can be added again later if needed.
Any field values you had already saved on that chart are not erased. If you add the chart back to the same visit later, your prior entries are still there.
Client Advocacy (counseling) and Vitals are always included on a visit and cannot be removed.
You cannot remove a chart while its section is locked, for example, an ultrasound that has already been sent for physician review. See Locked Records and the Addendum Flow.
Custom chart entries, chart entries created from a custom chart template, can be deleted from the visit's Charts tab:
Open the chart entry and choose Delete, then confirm in the dialog. This is meant for entries added to a visit by accident.
Deleting removes the entry from the visit. It does not erase history, the underlying record is kept but hidden from the visit, so the entry will not reappear in lists or on the timeline.
Because history is preserved rather than erased, you can still add a fresh entry of the same custom chart template to the same visit afterward if you need to.
Signed custom chart entries cannot be deleted. Use an addendum instead to add or correct information. See Locked Records and the Addendum Flow.
Once a visit has been sent for review and signed off, it, or specific fields on it, may be locked to protect the reviewed information. If you try to edit a locked visit, CoolFocus blocks the change and tells you it is locked. Use the addendum system to add follow-up information instead of editing a locked entry. See Locked Records and the Addendum Flow for details.
Visits may contain sensitive personal or medical information. Follow your organization's policy before viewing, entering, discussing, or exporting visit details.
