Overview
The Deceased Records section is where you create and manage comprehensive profiles for each deceased individual in your care. This is one of the most important features in Mortemcare, as it serves as the central hub for all case information.
Adding a New Deceased Record
Creating a deceased record is the first step in managing a case. The form is comprehensive and allows you to capture all relevant information about the deceased and their case.
Step-by-Step: Creating a Deceased Record
1.Navigate to the Deceased section from the main menu
2.Click the Add Deceased button
3.The form is divided into several sections. Fill in the information as available:
Personal Information Section
This section captures basic demographic information about the deceased.
Picture of Deceased: Upload a photo (optional but recommended)
•Helps with identification and case management
•Supported formats: JPG, PNG, GIF
First Name, Middle Name, Last Name: The deceased’s full name
•Enter the complete legal name as it appears on official documents
Gender: Select Male or Female
Age: The age of the deceased at time of death
•Enter the age in years
Marital Status: Select from:
•Single
•Married
•Widowed
•Divorced
•Unknown
Race: Optional demographic information
•Select from provided options or leave blank
Height: Height in centimeters (optional)
•Useful for identification purposes
Address: The deceased’s address (optional)
•Helps with case documentation
Medical & Death Information Section
This section captures critical medical and death information.
Date of Death: The date the deceased passed away
•Required for accurate case tracking
•Use the date picker for easy entry
Time of Death: The time of death (optional)
•Helps with precise timeline documentation
Cause of Death: The medical cause of death
•Enter the primary cause as documented by medical professionals
Place of Death: Where the death occurred (optional)
•Examples: Hospital, Home, Accident Scene, etc.
How was the death ascertained? Select from:
•Physician Examination
•Hospital Pronouncement
•Coroner/Medical Examiner
•Autopsy
•Other
Death certified by: Name of the certifying authority
•The medical professional or official who certified the death
Medical History: Any relevant medical history (optional)
•Pre-existing conditions, medications, relevant health information
Authorized Personnel Section
This section allows you to enter information of the familu members who brought in the deceased, for security and financial reasons
To add authorized personnel:
1.Click Add Person
2.Enter the family member’s name and information
3.Repeat for additional family member
Mortuary Services Required Section
This section links the deceased to your services and storage.
Storage Plan: Select which storage unit the deceased will be placed in
•Choose from your configured storage units
•Example: “Main Freezer”
•The system will calculate storage charges based on the duration
Additional Services: Select any additional services needed for this case
•Embalming
•Casket selection
•Transportation
•Flowers
•Catering
•Any other services you’ve configured
The system will automatically calculate charges for all selected services.
Extra Information Section
This section captures additional details that may be relevant to the case.
Religion: Select from:
•Christian
•Muslim
•Buddhist
•Hindu
•Traditionalist
•Other
Weight: Weight in kilograms (optional)
•Useful for identification and documentation
Rituals/Customs: Any special rituals or customs to observe (optional)
•Examples: Specific prayers, ceremonies, dietary requirements for guests
•Helps your staff provide culturally appropriate service
Saving Your Work
Mortemcare provides two options for saving deceased records:
Save Draft: Save your work without publishing the record
•Use this if you need to gather more information before finalizing
•Drafts are not visible to clients
•You can return and edit drafts later
Add Deceased: Publish the record and make it active in the system
•Once published, the record is active and visible in your system
•You can still edit published records
•Invoicing and case tracking begins once published
Viewing Deceased Records
All deceased records are displayed in a table on the Deceased page showing:
•Reference number
•First name
•Last name
•Gender
•Current status
Filtering and Searching
Filter by Status:
•All Records: Shows all deceased records
•Drafts: Shows only unpublished draft records
Search: Use the search box to find records by:
•Deceased name
•Reference ID
•Any other searchable field
Managing Deceased Records
Editing a Record
You can edit any deceased record by clicking on it. This allows you to:
•Update personal information
•Add or modify medical information
•Change storage assignment
•Add or remove services
•Update authorized personnel
Best Practices for Deceased Records
1.Complete Information: Fill in as much detail as possible when creating records
2.Timely Updates: Update case status promptly as the deceased progresses through your workflow
3.Accurate Dates: Ensure all dates (admission, death, release) are recorded accurately
4.Client Communication: Maintain regular contact with clients and update them on case progress
5.Documentation: Keep detailed notes about any special requests or requirements
6.Verification: Double-check all information before publishing a record
7.Privacy: Ensure all information is kept secure and confidential
Troubleshooting
Q: Can I edit a record after publishing it?
A: Yes, you can edit published records at any time.
Q: What happens if I save a draft but don’t publish it?
A: The draft is saved but not active. You can return to it later to complete and publish.
Q: Can I delete a deceased record?
A: Contact support for assistance with record deletion. We recommend keeping all records for historical purposes.
Q: How do I track storage duration for billing?
A: The system automatically calculates storage charges based on the admission and release dates.
Q: Can I add multiple storage locations for one deceased?
A: You can update the storage assignment as needed. The system tracks all movements.