The Case Financial data source in Gather Analytics is designed to provide a comprehensive view of each case while taking financial data into perspective. This data source helps funeral homes monitor revenue, outstanding balances, and insurance contributions, offering vital insights into the financial health of cases.
Each row in this data source represents a case, allowing managers to track financial details with precision.
Where Does the Data Come From?
The data in the Case Financial data source is derived directly from case records and financial statements managed within Gather. This includes input from various sections, such as billing details entered by funeral home staff, payment processing records, and any insurance information linked to the case. Data is updated in real-time as cases progress, ensuring that reports reflect the most current financial status. By integrating information from statements, payments, and insurance contributions, the Case Financial data source provides a comprehensive financial overview for each case, supporting accurate tracking and analysis.
Columns in the Case Financial Data Source
Funeral Home: The funeral home location in Gather to which this case currently belongs.
Case Type: The currently applied Case Type: At-Need, Pre-Need, Trade, One-Off. Case Types can be adjusted over the lifespan of a case.
Case Number: The unique case identifier assigned to the case. Can be adjusted.
KeepTrack #: The unique, 7-digit code assigned to a case when KeepTrack™ is initialized on a case to help maintain an accurate chain of custody. Cannot be changed.
Case Name: The name of the decedent as specified in the Death Certificate. Legal First Name + Legal Last Name. Clicking the name will link to the Organize page. [DC Section = ABOUT]
Case WorkFlow: Custom WorkFlows allow you to change the way Gather works to fit the way you work so that you can focus more on what matters most. This field represents the currently applied WorkFlow.
Case Assignee: The currently assigned team member on this case.
Case Created On: The date the case was first created in Gather UNLESS the Case Type has been converted to a new Case Type (e.g., Pre-Need to At-Need) then the most recent conversion date is used instead. This field includes the time if available, which is visible on hover and in the download. Timezone is driven by the funeral home location timezone.
Case Created On (simple): The date the case was first created in Gather. IMPORTANT: If a case was converted to a different Case Type (e.g., Pre-Need to At-Need) this will show the date the case was first created and NOT the date of the conversion, which could cause incompleted data for converted pre-needs. Consider using the more robust Case Created On field instead.
Case Death Date: Safest way to filter by date of death. If no death date, the date the case was first created in Gather is used. If no death date AND the Case Type has been converted to a new Case Type (e.g., Pre-Need to At-Need) then the most recent conversion date is used instead. NOTE: If a range is used for an unknown death date, this field will use the earliest date of the range.
Case Death Date (simple): The date of death as specified in the case vitals. IMPORTANT: This field does NOT account for missing death dates or converted pre-needs, which could cause incompleted data. Consider using the more robust Case Death Date field instead. NOTE: If a range is used for an unknown death date, this field will use the earliest date of the range.
Case Value Total: The total amount of all charges for the case, which includes: Statement Products (with Taxes and Discounts), Statement-Level Discounts, Statement-Level Premiums, Products added outside of the Statement, and any Convenience Fees for payments on the case. Used on the DashBoard case card and in the DashBoard rollup numbers.
Case Value Collected: The total amount that has been collected for the case. This includes all payment methods: Cash, Check, Card Reader, Enter Card, Other Method, Insurance, Remote Credit, Remote ACH Transfer, Web Payment. Used on the DashBoard case card and in the DashBoard rollup numbers.
Case Value Outstanding: The total amount that has yet to be paid for the case. Case Value Total - Case Value Collected = Case Value Outstanding.
Case Value Collected %: The total percent that has been collected for the case. Case Value Collected divided by Case Value Total.
Statement Total: The total value of the statement created for this case including taxes and discounts.
Effective Tax Rate: The effective tax rate applied to purchases for this case.
Statement Taxation Method: The taxation method used on the statment: Statement-Level, Item-Level or Exempt.
Statement Tax Rate: The Statement-Level tax rate applied to the statement. If the statement uses the Item-Level taxation method or is Tax Exempt this will be blank.
Case's Insurance Co: The insurance company that will be helping with purchases for this case.
Insurance Policy: The insurance policy the decedent had which will helping to pay for purchases for this case.
Insurance Expected Amount: The amount of money that is expected to be paid by the case's insurance company to help to pay for purchases for this case.
Insurance Payment Date: The date that the case's insurance will help pay for purchases for this case.
Sum of Insurance Payments: The total amount of money paid by the case's insurance company to help to pay for purchases for this case.
Report Examples: Using Case Financial Data
The Case Financial data source enables funeral homes to create insightful reports that support financial tracking, collections management, and revenue analysis. Here are some examples of reports you can generate:
Collections Report: Create a report that lists all cases with outstanding balances by showcasing the Case Value Outstanding column. This report can be used by your collections team to prioritize follow-ups and track overdue payments, ensuring timely revenue collection.
Monthly Financial Roll-Up Report: Generate a report that summarizes total revenue, expenses, and outstanding balances for each month. By aggregating the Case Value Total, Case Value Collected, and Case Value Outstanding, you can gain a clear overview of monthly financial performance and identify trends or areas for improvement.
Case Financial Overview: Produce a detailed report for each case, displaying columns such as Case Value Total, Case Value Collected, and Case Value Collected %. This comprehensive view helps managers track the financial progress of individual cases and ensures all financial records align with expectations.
Insurance Contribution Report: Highlight cases with active insurance policies by creating a report that includes Insurance Expected Amount and Sum of Insurance Payments. This report can assist in understanding the impact of insurance contributions on overall case revenue and planning for anticipated payments.
Top Revenue-Generating Cases: Identify the cases that have brought in the most revenue by sorting the report by Case Value Collected. This analysis helps pinpoint which services or case types are most profitable.
Outstanding Insurance Payments: Create a report to track cases where insurance contributions are expected but not yet received, focusing on columns like Insurance Expected Amount and Insurance Payment Date. This can support your team in managing insurance follow-ups and planning cash flow.
These reports provide valuable insights into your funeral home’s financial health and support better decision-making in revenue management, collections, and operational planning.
Accessing the Case Financial Data Source
Access to the Case Financial data source is managed by funeral home admins, who can control permissions to protect sensitive financial data:
Individual Access: Admins can grant or restrict access based on employee roles and responsibilities, ensuring that only authorized team members can view financial data.
Location-Specific Access: For multi-location funeral homes, admins can manage access on a per-location basis, allowing for flexible and secure data access management.
Admin Privileges: Admins automatically have full access to the Case Financial data source within their locations to maintain oversight and control over financial reporting.
These access controls ensure the security of sensitive financial information while allowing managers and team members to work with the data they need.
Need More Help? 👋
If you have questions about using the Case Financial data source or need help setting up your reports, please reach out to our team anytime or call us at (208) 908-0488. We’re here to help!