Every look at a record,
on the record.
CoolFocus keeps a trail of who viewed, changed, and signed each record, limits what every staff member can see, and lets you require approved networks and multi-factor sign-in. Built for PHI, with a Business Associate Agreement you sign in the app.
| When | User | Category | Action | Record Type | Detail |
|---|---|---|---|---|---|
| 10/05/2026 9:42 AM | Dr. Anne Whitfield | Record change | Modified record | Chart | 2 field(s) changed |
| 10/05/2026 9:40 AM | Dr. Anne Whitfield | Record access | Viewed record | Chart | Review sheet |
| 10/05/2026 9:21 AM | Sarah Mitchell | Record change | Modified record | Visit | 3 field(s) changed |
| 10/05/2026 9:14 AM | Sarah Mitchell | Record access | Viewed record | Chart | Chart detail |
| 10/05/2026 9:02 AM | Sarah Mitchell | Sign-in | Login success | — | IP 203.0.113.25 |
| 10/02/2026 4:51 PM | Sarah Mitchell | Sign-in | Logout | — | IP 203.0.113.25 |
| 10/02/2026 3:10 PM | Sarah Mitchell | Record change | Modified record | Time Sheet | 1 field(s) changed |
| 10/02/2026 2:47 PM | Sarah Mitchell | Record access | Viewed record | Visit | Chart detail |
| 10/02/2026 8:58 AM | Sarah Mitchell | Sign-in | Login success | — | IP 203.0.113.25 |
Protection you can see. From the record’s own trail to the agreement your board asks about, every safeguard lives in CoolFocus, where your administrators can check it.
Every change keeps its before and after. Each record has a Log of who changed which fields and when, and the Chart Access Log shows who opened a clinical chart.
Give each group exactly what its work needs. User groups set who can view, create, update, delete, import, merge, and batch update in each module. On Premium, a filter narrows which records a permission covers.
Record-level access rules are included in Premium.
Signed charts stay signed. A chart goes to review, the physician signs it, and the reviewed notes lock, with the sign-off history kept on the chart.
Field locking and multi-staff approvals are included in Premium for pregnancy centers.
Only approved networks, only with a second factor. Limit sign-in to your center’s IP addresses, see every blocked attempt in the Security Log, and require multi-factor authentication for everyone.
Sign the Business Associate Agreement in the app. An administrator reviews and signs the standard agreement under Settings → Legal & Compliance and downloads the executed PDF. No support ticket needed.
Built for PHI. HIPAA safeguards built into the product for the most sensitive information anyone will share with your center. Plan requirements are noted where they apply.
Full audit trails
Record trail, staff access log, security event log, and delete history.
User-group permissions
Control what each group of staff and volunteers can view, create, update, and delete.
- Premium
Record-level access controls
Restrict specific records to the people who need them.
- Premium
Field locking & chart approvals
Lock charted fields, require multi-staff approvals, and keep sign-off history.
IP-based login restrictions
Limit sign-in to your center’s approved networks.
Required multi-factor authentication
Require MFA for everyone in your organization.
- Plus and up
Secure client portal messaging
Exchange PHI with clients through the portal instead of plain text.
Encrypted at rest
Your database is encrypted at rest with Azure SQL Transparent Data Encryption.
Business Associate Agreement
Sign and download your BAA in the app under Settings → Legal & Compliance.
Encrypted in transit
Every connection to CoolFocus runs over HTTPS, on Microsoft Azure.
Chart Access Log
See who opened clinical charts and review sheets, and when, and export it to CSV.
Approve a blocked network
When a sign-in is blocked by IP restrictions, an administrator can approve that address right from the Security Log.
Protect every record from day one.
Sign up in a few minutes, sign your BAA in Settings, and turn on the safeguards your center needs.