WayCool Software, Inc.

No separate intake form anymore. Forms go on the appointment to client/case/visit — including how to find paperwork that was sent but not submitted yet.

What Changed with Intake Forms

How to use client records as the shared starting point for identity, contact details, relationships, and history.

Client Management Overview

How client records connect contact details, household information, notes, tasks, and related care history.

Client Records and History

How cases differ from visits, and how to track ongoing care, follow-up, goals, tasks, and history across multiple interactions.

Case Management Overview

Quick reference: an appointment is time on the schedule; a visit is the care record created when the client is present and you Start Visit.

Appointments vs. Visits

How visits work in CoolFocus Care: Start Visit, Workspace (charts, forms, files, symptoms), Overview timeline and chart status, Client Activity, and locks.

Visits Overview

How booking creates the client, forms hold and apply answers, and Start Visit creates the case/visit — including matching, pending review, and walk-ins.

From Booking to Visit: How Records Flow

How the built-in Ultrasound chart is organized (Scan and Baby sections) and how physician review works on the visit.

Ultrasound: Images, Findings, and Doc Alert

Open the Visit Board from Scheduler; customize statuses under Settings → Scheduler Settings → Visit Board (not Care Settings).

The Visit Board

Customize Visit Board stages under Settings → Scheduler Settings → Visit Board → Visit Statuses (not in Care Settings).

Customizing Visit Board Statuses

When to use client forms vs staff charts in CoolFocus Care, including mapped fields and how they work together on a visit.

Visit Sections and Document Kinds: Charts, Client Forms, Consents, and Assessments

Send forms and consents from a client or case without opening an appointment first.

Send Forms & Consents from a Client or Case Record

Managing Chart Templates

How mapped chart fields write to the client or case, including markers and completion confirmation.

Chart Fields That Write to the Client or Case Record

Symptoms, Case Info, and Previous Pregnancies

Keep a running history of Intentions and Assessment changes on a case after intake.

Assessment & Intentions History

Set up chart reviewers, send charts for review (including required Notify on sign-off for Ultrasound), and understand reminders and overdue escalation.

Doc Alert and Chart Sign-Off: Setup, Review, and Reminders

Custom Approval Chains for Custom Charts

Custom Chart Templates

Potential Fathers on Client Forms and Client Records

How physicians open, review, and sign off visits waiting in their review queue.

Approvals: Review and Track Doc Alerts

How counselors record abortion-risk assessment checkboxes on the visit counseling chart, and how that sets Initial Assessment on the case.

Counselor's Assessment of Risk of Abortion (Initial Assessment)

Share visit results and files in the Client Portal, and send a secured message so the client gets a text link to sign in and review the information.

The Client Portal: Sharing information with your Clients

Customizing the Client Portal Welcome Message

How clients sign in with phone, text code, and date of birth — and how staff troubleshoot with Sign In Log.

Client Portal Login

Find Client Portal Sign In Log under Care Settings, read failed login attempts, and fix phone, date of birth, or code issues.

Client Portal Sign In Log

After sign-off, charts lock. Correct with late entries, addendums, or amendments—not by editing the original. Admin reset/unlock when the form must reopen.

Note Locks, Doc Alert Recovery, and Chart Addendums

Understand programs, classes, attendance, and client participation.

Programs and Classes

See a client’s points balance, give points, record class attendance, and shop for items from the Points tab.

Points on Client Records

Moving from CF3: Find Visit Fields, Images, and Doc Alert

Jonathan Marbutt

Care

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