A client's Intentions and Assessment can change after intake. A phone call, a text, a follow-up visit, or a piece of correspondence can reveal a different plan than the one recorded when the case opened. CoolFocus keeps a running history of those changes on the case instead of overwriting the original record.
This article is about the case ledger (Initial vs Current, and Record change).
For filling out the counseling-chart checkboxes during a visit (Abortion minded / Abortion vulnerable / Likely to carry), see Counselor's Assessment of Risk of Abortion (Initial Assessment).
Initial vs. Current
Each case shows two versions of Intentions and two versions of Assessment:
Initial Intentions and Initial Assessment hold what was recorded when the case was opened (Initial Intentions was previously labeled "Pregnancy Intentions"). These stay put; they are the record of what the client said or was assessed as at the start. Care Net and similar reporting use these intake values. You enter Initial Intentions when the case is created, for example in the new case dialog you get when you choose Start a new case on the Visit Board (see The Visit Board); you can still fill it in or adjust it afterward from the case's Pregnancy Intentions group.
Current Intentions and Current Assessment show the latest value: the newest entry in the case's history, or the initial value if nothing has changed since. Both Current fields are read-only and update automatically whenever a new history entry is recorded.
On the Cases grid, Current Intentions is available as a column but not as a filter, and Initial Intentions is not available in the grid at all, not as a column and not as a filter. If you need either one, submit a feature request through the Help bubble instead of contacting support: choose Feature requests and describe the field. See Tips for Getting Help with the CoolFocus Chat Bubble.
Recording a change
On the case, open the Assessment & Intentions History section, in the Pregnancy Intentions Info group.
An empty history means the case is still showing its initial values.
To record a change, fill in:
Kind: Intentions or Assessment
Cause: Phone, Text, Visit, or Correspondence — whatever prompted the update
New value: up to 200 characters
Select Record change to save it. The entry lists its kind, cause, value, and the date and time it was recorded, with the newest entry first.
You need Update permission on cases to record a change, and View permission on cases to see the history — the same permissions that already apply to the rest of a case's fields.
The case must be saved before you can record a change. A brand-new, unsaved case shows "Save the case before recording a change" instead of the entry form.
Automatic entries from charts
When a counseling chart (like Client Advocacy) writes its answer through to the case's Intentions or Assessment field, CoolFocus compares that answer to the most recently recorded value. If it's different, CoolFocus adds a new history entry automatically, tagged with cause Chart. If the chart's answer matches what's already on file, no duplicate entry is added.
Staff can't record a manual entry with cause Chart. That cause is reserved for these automatic entries.
How counselors fill the assessment checkboxes on the visit: Counselor's Assessment of Risk of Abortion (Initial Assessment).
Other case form changes
• Carry to Term Intentions was removed from the case form. Its values already exist in the Initial Intentions list, and any existing data on the field remains in the database and stays queryable.