Procedures for OFH Removal & Embalming (OFH-Out of State):
1) A representative from the receiving funeral home will call with the first call. Take the first call and get as much information as possible (sometimes the receiver does not have any information because they have not met with the family yet). Ask for place of disposition, if known-we need it for the permit if out of state and we are filing the death certificate. Call the place of death (hospital, nursing home, hospice-inpatient facility, medical examiner, etc.) to verify decedent is ready for release and gather more vitals for the first call. Create an SRS case and enter vitals and info in the file. Print the First Call Sheet.
2) Get receiving funeral home’s information and fill out an OFH Transit Form (S: drive, Donations and OFH, Other Funeral Homes, Carnes OFH Transit Form Interactive) Print out the OFH Transit Form. This form is taped to the left side of the purple folder inside. Make a label for the folder. (Ex: OFH16-123456 Last Name, First Name)
3) Create a pick up notice and email over, along with the First Call Sheet to Dispatch (firstname.lastname@example.org) and ask the driver to get face sheet if from hospice or hospital (sometimes this will have more info than the OFH has like SSN, home address, NOK info, doc info, time of death information, etc.)
4) Ask the receiving funeral home if we have permission to embalm and from whom. If we have permission to embalm, fill out the Authorization to Embalm (located in SRS file under Printed Materials, Client and State Authorizations dropdown option, Embalming Authorization - TX). Ask if there are any embalming requests or special instructions for the embalming.
5) Fill out a Prep for Service (S: drive, Forms-Carnes, Prep for Service). Include any special instructions for embalming, clothes provided, flight times (if applicable), casket information (if applicable), when the receiving funeral home will pick up from our facility, when we are transporting, etc.
6) Email the Prep for Service and Authorization to Embalm to Prep at email@example.com
7) Put vitals in TER. Designate the registrar. If not a lot of information is known and they need the deceased sooner rather than later, we can make some of the vitals up in TER so that we don’t leave anything blank and we can still move forward with obtaining the Burial Transit Permit. You can use “Unknown” for parents’ names, birthplace, etc. and then change when we do get the vitals from OFH. The “Type of disposition” will always be REMOVAL FROM STATE on FODV for transports out of the state. Enter the name of the receiving funeral home in box 24 for Additional Funeral Service Provider.
8) Print the Informant Verification (Facts of Death Verification or FODV) to either fax to the registrar or give to a driver to get from registrar (City of Houston and Harris County will have to send a driver. I have a green binder in my cabinet with all the registrars that we can fax a request for Burial Transit Permit to) to request a Burial Transit Permit.
9) Fax the FODV and fax cover sheet (under S: drive, Forms-Carnes, Fax-Blank) to the registrar. (Fill out the fax cover sheet requesting the BTP for Removal from State and ask the registrar to send a burial transit permit back for removal from state). If the permit is from City of Houston or Harris County, create a Work Order and email the work order along with FODV to Dispatch at firstname.lastname@example.org and ask for a driver to get that for you.
10) Once we have the permit, we can transport or the receiving funeral home can come pick up from our facility. If we are transporting, line up a driver through Dispatch. You will need to create a Work Order (S: drive, Forms- Carnes, Work Order) to request the transport. Always give Dispatch a heads up of the upcoming transport and be realistic with Dispatch and the receiving funeral home of when we can transport.
11) Once you have correct vitals on FODV, you can send it to OFH to proof, either fax or email. Also send with it the DC Request Form (S: drive, Donations and OFH, Other Funeral Homes, DC Request- OFH).
12) Once the vitals are confirmed correct, designate the medical certifier in TER.
13) Once the death certificate is certified, we can order the death certificates. Remember to click on the Demographic Verification after the DCOA application is complete. This sends the death record out of our queue to the local registrar for filing.
14) Mail the death certificates to the receiving funeral home once they come in from the registrar. Call the receiver to confirm the address where we are mailing to.
15) Invoice the receiving funeral home. You can ask them if they want to pay by credit card or by check. If paying by credit card, we can email or fax our Credit Card Authorization Form to them or they can give us the credit card information over the phone. Charge as soon as possible and enter payment in SRS.
Trade Service Removal & Embalm: $400 (includes removal, refrigeration, and filing of the death certificate)
Autopsy Restoration Fee (if applicable): $100
Death Certificates: $21 for first copy and $4 for each additional certified copy; Pending Cause: $21
Additional Mileage Fee to Transport: $2.50/per loaded mile outside of our 50-mile radius