Overview
The Clients section allows you to manage information about family members and representatives of the deceased. This is essential for maintaining communication, managing payments, and providing excellent customer service during a difficult time.
Understanding Clients
In Mortemcare, “clients” refers to the family members, relatives, or authorized representatives of the deceased who will be in contact with your funeral home. Each client can be linked to one or more deceased individuals, allowing you to track relationships and manage multiple cases for the same family.
Adding a New Client
Step-by-Step: Creating a Client Record
1.Navigate to the Clients section from the main menu
2.Click the Add Client button
3.Enter the client’s information:
Name: Full name of the client
•Enter the complete name as they prefer to be addressed
•Example: “John Smith” or “Mrs. Mary Johnson”
Email: Email address for communication
•Used for sending invoices and updates
•Ensure the email address is correct
•Clients can use this to access their account
Phone: Contact phone number
•Primary contact number for the client
•Include country code if applicable
•Example: ” 801 234 5678″
Relationship to Deceased: Specify the relationship
•Examples: Son, Daughter, Spouse, Brother, Sister, Friend, Executor, etc.
•Helps you understand the nature of the relationship
•Important for sensitive communication
Associated Deceased: Link the client to a specific deceased record
•Select the deceased individual from a dropdown list
•A client can be associated with multiple deceased records
•This links the client to the case for billing and communication
1.Click Save to add the client
Managing Client Information
Viewing All Clients
All clients are displayed in a table on the Clients page showing:
•Client name
•Email address
•Phone number
•Associated deceased person
•Relationship to deceased
•Date added
•Action buttons (Edit, Delete)
Searching and Filtering
Search by Name: Use the search box to find clients by their name
Filter by Deceased: View all clients associated with a specific deceased individual
Sort: Click column headers to sort by name, email, phone, or other fields
Editing Client Information
You can edit any client’s information by clicking the Edit button next to their name. This allows you to:
•Update contact information
•Change the relationship designation
•Link to different deceased records
•Update any other information
Deleting a Client
You can delete a client record by clicking the Delete button. Note:
•Deletion is permanent
•Consider archiving instead of deleting if you may need historical records
•Ensure there are no pending invoices before deleting
Linking Clients to Cases
One Client, Multiple Deceased
A single client can be linked to multiple deceased individuals. This is common when:
•A family loses multiple members
•A client is an executor handling multiple estates
•A representative manages cases for multiple families
Multiple Clients, One Deceased
Multiple clients can be linked to the same deceased individual. This is common when:
•Multiple family members need to be contacted
•Different family members handle different aspects (billing, arrangements, etc.)
•You need to track all involved parties
Client Information Best Practices
1.Accurate Contact Information: Ensure all phone numbers and emails are correct
2.Clear Relationships: Clearly document the relationship to the deceased
3.Primary Contact: Identify the primary contact person for each case
4.Multiple Contacts: Add all family members who need to be kept informed
5.Privacy: Keep all client information confidential and secure
6.Regular Updates: Update client information as needed
7.Communication Preferences: Note any communication preferences (phone, email, etc.)
Common Client Scenarios
Scenario 1: Nuclear Family
•Spouse (primary contact)
•Adult children
•Parents
Scenario 2: Extended Family
•Multiple adult children
•Siblings
•Grandchildren
•Cousins
Scenario 3: Business/Legal Representatives
•Executor of estate
•Attorney
•Business partner
•Trustee
Scenario 4: Care Facility
•Facility administrator
•Social worker
•Designated family contact
Troubleshooting
Q: Can a client be linked to multiple deceased records?
A: Yes, you can edit the client record to link them to different deceased individuals.
Q: What happens if I delete a client?A: The client record is permanently deleted. Any associated invoices remain in the system.
Q: How do I know which invoices are associated with a client?A: Check the Invoice section and filter by the client’s name or associated deceased individual.
Q: What if a client’s contact information changes?
A: Edit the client record to update their email, phone, or other information.
Privacy and Data Protection
When managing client information, remember to:
1.Keep Information Confidential: Client information is sensitive and should be kept secure
2.Comply with Regulations: Follow all local data protection and privacy laws
3.Limit Access: Only allow authorized staff to view client information
4.Secure Storage: Ensure your Mortemcare account is protected with a strong password
5.Data Retention: Maintain records according to legal requirements in your jurisdiction