How do I reassign a KeepTrack™ QR code if I assign it to the wrong case?
For security reasons, there is currently no way to reassign a KeepTrack™ QR code once the initialize process has been completed. But with the printable KeepTrack™ product, there is no limit to how many codes you have. You can just assign a new KeepTrack™ QR code to the second case. We have tried to make the assignment process as fail-proof as possible to avoid assigning to the wrong case (automatic duplicate detection, case verification, easy-to-follow instructions, etc.). We put multiple safeguards in place and decided not to allow the reassignment of a KeepTrack™ QR code to a different case.
With that said, no system is fail-proof, and you should NOT rely entirely on KeepTrack™ to keep you compliant. You should always use judgment and discipline in caring for your decedents. We will do our best to help as much as possible, but ultimately the responsibility for proper disposition rests with your funeral home.
Can I only assign KeepTrack™ from the Whiteboard?
No, you can also start the initialize KeepTrack™ process from the Dashboard or from an existing case’s Organize page. Click on the Assign QR icon on the left side of the page to assign a KeepTrack™ QR code.
How can I present KeepTrack™ to the family?
KeepTrack™ was designed to help you build trust with families.
Families want to know that their loved one is being taken care of properly. Just like in a hospital when you receive an ID bracelet, KeepTrack™ shows them that your funeral home has a process in place to ensure that their loved one is cared for, giving them peace of mind. Share that you use KeepTrack™ to show that your funeral home fulfills their plans and wishes for their loved one without anything being missed or overlooked.
When should I assign the KeepTrack™ QR code?
We recommend adding this process as part of your first call procedure, prior to the removal so that you aren’t going through the initialization process in front of the family. This isn’t always possible, so it is completely up to you. Luckily, you can access Gather from any mobile device, and the process is guided so if you need to do it on the removal or just after it, assigning KeepTrack™ won’t take long.
Pro Tip: Most funeral homes will create the case in Gather and assign KeepTrack™ as soon as they receive the first call.
Can I use with a third-party removal company?
Absolutely! They can assign the KeepTrack™ QR code prior to the decedent coming into your care. To do this, you will simply invite them into the Gather platform and give them restricted access to your funeral home. You can hide any sensitive information so that they only have access to what they need in order to assign KeepTrack™.
Pro Tip: As discussed in the previous question, if you create the case in Gather prior to the removal, your removal staff will simply select the existing case rather than having to create a new case.
How do I attach the band?
Pro Tip: If you are working with a larger decedent, you can connect two bands together. For this reason, we suggest you have a few extra on hand.
If you haven’t already, we recommend you finalize your hardware order so it’s on the way and ready for you to start tracking. The KeepTrack™ stickers are printed from your existing funeral home printer using Avery 5160 labels. (Click to purchase blank labels on Amazon). You’ll secure the KeepTrack™ sticker onto a band, allowing it to be easily scanned and identifiable. (Click to purchase bands on Amazon)
Can I use KeepTrack™ with all dispositions?
Yes, KeepTrack™ was designed to work with all disposition types (Burial, Cremation, Aquamation, and more). Since you’re using the printable KeepTrack™, note that the band is waterproof, but will not withstand the high temperatures of the retort.
Since KeepTrack™ records and creates a timeline from first call to final disposition, you cannot assign KeepTrack™ to a Pre-Need case. If you have a Pre-Need case in Gather which you have received a death call for, the case would first need to be changed to an At-Need before you can assign KeepTrack™ to this decedent.
If I have multiple funeral home locations, how do I know which KeepTrack™ case belongs to each funeral home?
We designed KeepTrack™ to work across all of your funeral home locations. When you’re in the initializing flow, you’ll determine which funeral home location will work on this case. This allows for greater flexibility to be able to share amongst your different locations. If you get busy and another of your locations is going to finish working on preparing the decedent, you can move the case to that funeral home location so they can pick up where you left off on the WorkFlow.