Ultrasound reports automatically lock when you send them to a physician for review using DocAlert. Once locked, all fields on the Ultrasound tab become read-only to preserve the integrity of the signed report.
Before you begin: You need "Show Ultrasound" permissions in your profile to access the Ultrasound tab. The physician must be set up as a User with "Is Physician" checked and a valid email or phone number for notifications. See Users for physician setup details.
Lock an ultrasound report
Open the client's Visit and navigate to the Ultrasound tab.
Complete all required ultrasound fields and enter your sonographer notes.
Click Send to Physician (or the DocAlert action button).
Select the physician from the list and confirm.
The ultrasound report is now locked. All fields on the Ultrasound tab become read-only immediately, and the physician receives a notification to review and sign the report.
Some related fields on the Visit's Pregnancy Test tab (like Due Date based on the ultrasound) will also lock to maintain data integrity.
Verify the lock
Open the Visit's Ultrasound tab. You'll see that fields are no longer editable, indicating the report is locked pending physician review.
Unlock a report for editing
If you need to make changes after sending the report, an administrator can reset the DocAlert to unlock the fields:
Contact your system administrator or CoolFocus support.
Provide the client name and visit date for the locked ultrasound.
The administrator will reset the DocAlert, returning the report to editable status.
The visit will reappear in your "Scans to be Reviewed" list (refresh if needed).
Make your changes, then resend the report to the physician.
Resetting a DocAlert removes the physician's prior sign-off. Only unlock reports when corrections are truly necessary, and always resend for physician review after editing.