Cemetery

Adviser Office Tips: Splitting a client record on death

If you have a joint client, where one of the partners dies, that record should be split at the very earliest opportunity.

Performing this function:

  • Removes the possibility of writing to a deceased client
  • Prevents inappropriate data appearing on any reports produced for the surviving partner

The process

1) Immediately the death of a client or partner is known the record should be split:

  • In Client Management hide the factfind. Then go to File > Convert Partner to Client
  • Follow the Wizard instructions (ALL joint assets must either stay with the client or move to the partner)
  • Show the factfind again
  • Ensure all policies and assets are on the correct record

2) Open the deceased client’s record and make the following alterations:

  • Address Details – use the address wizard to remove the current address and replace with the word DECEASED
  • Basic Details – change the marital status back to the original status, and add the date of death.
  • Compliance details –
    • Screen print the Compliance tab to capture all dates etc.
    • Change the Client Status to ‘Inactive’ and add the reason why
    • Add the date of death in the Date Client Left and add the reason for the change
    • Add ticks to both of the DPA questions if you actively use this functionality
  • Fees History – if a retainer remains on the record AND IS TO CONTINUE TO BE PAID BY THE SURVIVING PARTNER, screen print then add an end date being the date of death. Otherwise just add the end date.
  • Income details – add the date of death as the date any relevant income stops
  • Search Keys – screen print the page(s) then change each as relevant
  • Copy any relevant Client Notes (Copy and paste either to word or direct to the Partner’s new record)

3) In the same record click on Linked Accounts and link to the surviving partner.

Use Deceased Husband/Wife/Partner and Widow(er) as the descriptions. You do not need to complete the drop down boxes.

4) Click on Linked Accounts and switch to the surviving partner and make the following alterations:

  • Basic Details – change the marital status to Widowed if they were married, or Single otherwise
  • Compliance details –
    • Duplicate the data from the relevant screen print
    • Take the ticks off both of the DPA questions (if applicable)
  • Estate Planning – note the death of the partner on the record (as a reminder that the Will must be reviewed)
  • Fees History – Recreate the entry from the appropriate screen print if a retainer is to continue
  • Search Keys – Add the data taken from the appropriate screen print
  • Add any Client Notes, copied from the deceased’s record

5) On the surviving partner’s record add a Warning Note about the death of his/her partner, including the date of death.

This should be removed after a couple of months.

The records are now correctly split and it remains for the deceased client’s plans and assets to be updated accordingly, as the Estate is dealt with.

If you need assistance identifying your deceased clients, don’t hesitate to give us a call at Jacana. We’d be delighted to help.