The Insurance Policies data source in Gather Analytics provides a detailed look at insurance policy information connected to each case. This data source helps funeral homes track the status and details of pre-need and at-need insurance policies, offering valuable insights into how insurance plans contribute to case funding and management. Each row represents a unique insurance policy associated with a case, allowing for thorough policy tracking and reporting.
Where Does the Data Come From?
The data in the Insurance Policies data source is collected from records inputted during case management in Gather. Insurance Payments are added in Gather as a payer on the contract payers page:
If you write policies with Homesteader Life Company and have enabled the Gather integration with them the policy data will be pulled in automatically from Homesteaders.
Column Definitions for the Insurance Data Source
The Insurance Policies data source includes a range of columns that provide comprehensive information about each policy linked to a case. Here’s a breakdown of the key columns:
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 incomplete 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.
Status: The current status of the insurance policy (e.g., active, pending, expired).
Insured: The name of the insured individual.
Policy Number: The unique identifier for the insurance policy.
Insurance Company: The insurance provider associated with the policy.
Insured DOB: The date of birth of the insured individual.
Insured Age: The age of the insured person at the time of policy initiation or as of a certain date.
Insured Gender: The gender of the insured individual.
Insured Email: Contact email for the insured person.
Insured Phone Number: Phone number for direct contact with the insured.
Insured Address: The physical address of the insured individual.
Policy Status: Indicates the current standing of the policy (e.g., active, lapsed).
Product Type: The type of product or plan covered by the policy.
Face Value: The total coverage amount provided by the policy.
Report Examples: Using Insurance Policies Data
The Insurance Policies data source allows for various types of reports to support financial tracking and case management. Here are some example reports you can create:
Active Insurance Policies Overview: A report that lists all active insurance policies, their face value, and issue dates to provide insight into current coverage.
Policy Provider Summary: Generate a report showing the distribution of insurance companies involved across all cases, highlighting key partnerships or common providers.
Insured Demographic Report: Create a report detailing the age, gender, and contact information of insured individuals to understand the client base better.
Policy Value Analysis: A comprehensive report that totals the Face Value of all active insurance policies, giving insight into potential revenue from insurance sources.
Accessing the Insurance Policies Data Source
Access to the Insurance Policies data source is managed by funeral home admins to protect sensitive client data:
Individual Access: Admins can grant or restrict access to the Insurance Policies data source based on employee roles, ensuring that only authorized personnel can view policy information.
Location-Specific Access: For funeral homes with multiple locations, admins can manage access per location, aligning permissions with job responsibilities and privacy needs.
Admin Privileges: Admins automatically have full access to the Insurance Policies data source within their locations to maintain oversight of policy management.
These access controls help maintain data security while allowing authorized staff to work with the insurance data necessary for their roles.
Need More Help? 👋
If you have questions about using the Insurance Policies data source or need assistance with setting up reports, reach out to our team anytime or call us at (208) 908-0488. We’re here to help!