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 the shared Client section in the visit's Workspace, in the Client & case group |
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 | The visit's Client Advocacy section — this is the section CoolFocus 3 called Counseling |
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 | Clieent Advocacy, 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 the visit's Client & case group, or in client history |
Client paperwork not yet submitted | Open the appointment and check its forms and consents |
An old CoolFocus 3 intake form that was already submitted | The client's Intake Forms tab; see below |
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 |
Client profile photo | Not brought over by the CF3 migration or the importer. Save the photo from CF3, then upload it manually on the client record; see Adding Profile Photos to People Records |
Looking for the Counseling section? It is now called Client Advocacy. Open the visit, stay on the Workspace tab, and choose Client Advocacy in the section list — it holds the same counseling fields, including Vitals at Visit. Only the label changed; saved answers and existing links are unaffected.
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.
Viewing an old CoolFocus 3 intake form
A client who came from CoolFocus 3 may have one or more submitted intake forms from that system. These are kept as a read-only archive, laid out the same way they appeared in CoolFocus 3, on the client's Intake Forms tab. This tab only shows up for a client who actually has one of these old forms.
If a client has more than one archived form, a list on the left lets you switch between them. Opening the intake form entry on the client's Activity timeline takes you straight to that tab with the matching form already selected.
These archived forms are read-only. You cannot edit them or add new answers; use the client's current forms, charts and visit sections for anything going forward.
Phone numbers missing after migrating from CoolFocus 3
CoolFocus 3 could hold more than one phone number for a client, but the move to CoolFocus 5 only carries over the number that was marked Primary in CoolFocus 3. If a client had phone numbers entered but none of them was marked Primary, that client moved to CoolFocus 5 with no phone number on the record, and it shows blank on the client record and in the Phone column on Care's All Clients view.
Since CoolFocus 3 and CoolFocus 5 no longer stay in sync after the move, marking a number Primary back in CoolFocus 3 will not fill it in on CoolFocus 5. Add the correct phone number directly to the client's record in CoolFocus 5 instead, on the Details tab under General Info.
Client forms completed in CF3 show as outstanding in CoolFocus 5
CoolFocus 5 only tracks completion for a client form or consent that was submitted in CoolFocus 5. A form a client filled out and submitted back in CoolFocus 3, before your migration, does not carry that completed status over, so the same paperwork can show as outstanding on the appointment in CoolFocus 5 even though the client already completed it.
Health history missing from the Activity timeline
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.
What saves when
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.
In CoolFocus 3, a submitted intake form held client, case, and visit details together, and submitting it was what created those records. CoolFocus 5 works differently: forms are the paperwork a client completes, but they do not create the visit by themselves. Staff create the visit by opening the client's appointment in Scheduler and clicking Start Visit, which creates or links the case and visit and applies the client's form answers to them.
Sending is not signing
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.
Corrections
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.
Why a visit entered in CoolFocus 5 doesn't show up in CoolFocus 3
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. For deleted appointment types, missing contacts, and other data questions after migration, see What happens to your CoolFocus 3 data after migration.
Physician sign-off done in CoolFocus 3 does not update Doc Alert in CoolFocus 5. If a physician signs an ultrasound in CoolFocus 3, that sign-off does not carry over, so the same ultrasound's Doc Alert in CoolFocus 5 can stay Pending or show Overdue even though it was already reviewed. Until your center fully moves this workflow to CoolFocus 5, send the ultrasound to the physician and get it signed in CoolFocus 3.
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.