The Case Vitals data source in Gather Analytics is designed to provide essential demographic details for each unique decedent. By pulling together information from both the death certificate and obituary tasks, this data source gives you a comprehensive view of each individual case, making it a valuable tool for understanding key details about each decedent served by your funeral home.
What is the Case Vitals Data Source?
The Case Vitals data source focuses on unique decedents, meaning each row in the report represents one decedent. This structure allows you to view demographic data on a case-by-case basis, providing insights that are crucial for both case management and reporting purposes.
Where Does the Information Come From?
The data within the Case Vitals source is drawn from two main areas:
The Death Certificate
Information entered here forms the core demographic data for each decedent, including vital statistics that are often required for official documentation. This may include the decedent’s name, age, gender, birth date, death date, place of death, and more.
Obituary Task
Additional personal details are entered here, capturing information that helps to paint a fuller picture of the decedent’s life. This often includes family relationships, accomplishments, hobbies, and other biographical details that are meaningful for both families and the community.
Column Definitions for the Case Vitals 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.
DC Completion %: Indicates the percentage completion of the decedent's Death Certificate in Gather. The questions asked on the DC Task can be configured to match the requirements of your jurisdiction. Contact your Account Manager for any necessary edits.
DC Locked Status: Indicates whether or not the Death Certificate has been locked. A locked Death Certificate can only be edited by funeral home staff. Admins and Guests assigned to the DC task will be able to view the DC, but won't be able to edit until the DC is unlocked.
DC Last Update Date: The date and time the DC task was last updated. This can be either by a funeral home team member or by an invited family member that has access to the DC task. See DC Last Updated By to see who made the change.
DC Last Update By: The person who made the most recent update to the DC task. This can be a funeral home team member or an invited family member who has access to the DC task. See DC Last Updated Date to see when this change was made.
DC Config Name: You can have multiple DC configurations, each asking different questions. This allows you to have customized DC questions per case type, jurisdiction, or any other dimension. A single case can only have a single DC configuration at a time but you can switch between configurations on a case while maintaining the underlying data.
Case Legal First Name: The Legal First Name of the decedent as specified in the Death Certificate and used throughout Gather. [DC Section = ABOUT]
Case Legal Middle Name: The Legal Middle Name of the decedent as specified in the Death Certificate and used throughout Gather. [DC Section = ABOUT].
Case Legal Last Name: The Legal Last Name of the decedent as specified in the Death Certificate and used throughout Gather. [DC Section = ABOUT]
Case Suffix: The Suffix of the decedent (e.g., Sr., Jr., III) as specified in the Death Certificate and used throughout Gather. For the first and last legal name in a single field, use the Case Name field. [DC Section = ABOUT]
Case Display First Name: This name field will be used anywhere the site uses the decedent's first name to describe them and is usually a more friendly name. Unless explicitly changed, this will use the Case Legal First Name field. For first and last legal name in a single field, use the Case Name field.
Display Full Name: This name field is the full decedent name that will show on the top of the Remember page.
Case AKA: The also known as field of the decedent as specified in the Death Certificate. [DC Section = ABOUT]
Case Last Name at Birth: The last name of birth of the decedent as specified in the Death Certificate. [DC Section = ABOUT]
Casket: The casket as specified in the Death Certificate. Note this field is not connected to the casket selected in the Goods & Services module. [DC Section = ABOUT]
Report Examples: Using Case Vitals Data
The Case Vitals data source opens up a variety of reporting options that can help you understand demographic trends and key details about the individuals your funeral home has served. Here are some example reports you can create with Case Vitals data:
Number of Burials Done at a Certain Cemetery Last Month
Track the number of burials performed at a specific cemetery within a given timeframe, such as the last month. This report can help in understanding cemetery usage patterns, which may be helpful for future planning or partnership considerations with specific cemeteries.
Most Common Disposition Type:
Create a report to see the most frequently chosen disposition types (e.g., burial, cremation, donation) among your cases. This insight helps identify trends in service preferences, allowing you to adapt your offerings to meet community needs.
Demographic Overview:
Create a report showing the breakdown of decedents by gender, age group, or marital status. This information can help you gain a high-level demographic overview of your community and customer-base, to see patterns over time.
Average Age at Passing:
Imagine you’re preparing a report to understand the average age at passing within a specific time frame. With the Case Vitals data source, you can easily filter by the death date and calculate average ages based on birth dates—all within a single report. This approach saves time and allows you to generate insights that are immediately relevant to your operational goals.
Place of Passing:
Analyze data on the place of passing (e.g., hospital, residence, hospice) to better understand where most cases originate. This can help in resource planning and understanding the needs of different facilities or locations.
Each of these reports can provide valuable insights for operational planning, community outreach, or understanding the demographics of those served by your funeral home.
Accessing the Case Vitals Data Source
As with all data sources in Gather Analytics, access to Case Vitals can be managed by your funeral home admin:
Individual Access: Admins can choose which employees can view Case Vitals data based on their role and responsibilities.
Location-Specific Access: If your funeral home has multiple locations, admins can assign access per location. For instance, an employee may have Case Vitals access at Location A but not Location B.
Admin Privileges: Admins themselves automatically have access to the Case Vitals data source in the locations they oversee.
This flexibility allows you to keep sensitive data secure while ensuring the right team members can access the information they need.
Need More Help? 👋
If you have questions about using the Case Vitals data source or need assistance with setting up your reports, reach out to our team anytime or call us at (208) 908-0488. We’re here to help!