Bereavement support 

After someone’s death, it can be difficult to know what needs to be done. Here we explain the practical and legal steps that happen when someone has died in hospital. 

To keep things simple, here we use the term ‘next of kin’ to mean the person speaking to the hospital and organising the paperwork and funeral. However, we understand that families make decisions in different ways. The named next of kin may not want or be able to take on these responsibilities. If so, they will have to give their permission for us to talk with anyone else instead.

As soon as you feel able to, telephone the Bereavement Office in the hospital. If you can, do this the next working day. This is so that we can offer advice and support as soon as possible.

  • Bereavement Office 
    020 8934 3355

If the office is closed, leave a phone message with your name and contact details. We will contact you by the next working day.

Tell us if you have any communication needs as a result of an impairment or disability.

How we can help

Our Bereavement team will:

  • offer you practical advice and emotional support 
  • help you to understand what happens next
  • contact you as soon as the Medical Certificate of Cause of Death (MCCD) has been sent to the Bereavement Service at Kingston Register Office
  • if you give them the name of your chosen funeral director, they can complete a release form and pass it to the mortuary team. This allows the funeral director to collect the deceased person.

Visiting and personal property

Visiting

If you would like to arrange to view the person who has died whilst they are in the hospital mortuary, call the mortuary and make an appointment. 

  • Mortuary
    020 8934 2644

Your funeral director can also arrange a viewing in the funeral home.

If the person’s death has been referred to the coroner, we need permission for a viewing from the coroner’s office. If the coroner agrees, they might advise that you do this behind a glass screen.

You can also email the coroner yourself.

Personal property

Ward staff will pack up any property belonging to the person who died. You can then arrange a time with the ward to collect these.

If you have any queries or concerns about the person’s property, contact the Ward Manager.

People you may be in contact with

  • The Patient Advice and Liaison Service (PALS) offers confidential advice, support and information to patients and families.
  • Bereavement Officers are PALS staff who will advise on the practical steps that need to be taken after someone dies, and discuss what arrangements are needed.
  • Medical examiners are senior doctors who review medical records to consider cause of death.
  • Coroners are specialist judges who investigate certain deaths, including when the cause of death is not known. Coroner’s officers support the coroner in their investigation, communicate with relatives and make inquiries.
  • Registrars at the register office collect and record details of all births, deaths and marriages.
  • Funeral directors (also called an undertaker) arrange the funeral, oversee the paperwork, care for the deceased person and support the family.

Basic steps, including 3 phone calls to next of kin

What to do when someone dies:

  1. Telephone the hospital bereavement office on 020 8934 3355. Tell them who the next of kin is and who will arrange the funeral.
  2. Wait for the phone call from the medical examiner’s office to discuss the cause of death.
  3. Wait for the phone call from the bereavement office to tell you that the ‘Medical Certificate of Cause of Death’ has been emailed to the Bereavement Service at Kingston Register Office.
  4. Wait for the phone call from the register office to organise appointment to register death.
  5. Attend appointment at the Bereavement Service office (at Kingston Cemetery and Crematorium) to register death.
  6. Receive Death Certificate and Certificate for Burial or cremation so funeral can go ahead.

Cause of death

When someone dies in hospital, a senior doctor called a medical examiner reviews the person’s medical records. They may also speak to the medical team involved.

The medical examiner’s role is to confirm the cause of death. If they believe there may be issues about care or uncertainty about the cause of death, the death will be reported to a coroner. This helps us to improve our care and we hope it will also reassure you.

The medical examiner’s office will speak to the next of kin to discuss the cause of death and any concerns.

The medical examiner’s office needs to confirm the cause of death before a doctor can issue the Medical Certificate of Cause of Death (MCCD).

If you have any questions at any stage, you can contact the Bereavement Team.

If cause of death is agreed

When the cause of death is agreed by the medical examiner’s office, the doctor who treated the person during their last illness issues the MCCD. They will send this directly to the Bereavement Service at Kingston register office. Someone from our bereavement office will then call the next of kin to tell them the certificate has been sent.

If cause of death is not agreed

If the cause of death is not agreed, or the death was sudden or unexplained, the death will be reported to the coroner. The doctor who treated the person during their last illness should explain all this to you.

The coroner will check the person’s medical records. If they agree with the doctor about the cause of death, no further investigation is needed. The coroner will issue a certificate to the register office confirming this. The MCCD can then be issued by the medical examiner. The medical examiner will contact you to explain this.

If the coroner thinks the cause of death is not clear, a post-mortem examination (sometimes called an autopsy) is carried out. This is a medical examination to decide the cause of death. It is done by a specialist doctor (a pathologist). It is usually done at the hospital. The coroner’s office will contact you to explain this.

If the cause of death is still uncertain after the post-mortem, the coroner may hold an inquest. This is a meeting to find out how, when and where someone died. The coroner’s office will guide you through this process.

Usually, the coroner will issue an interim death certificate after a post-mortem so the funeral can take place before the inquest. However, you will not be able to register the death or collect copies of the death certificate until after the inquest.

Once the coroner has confirmed the cause of death either from reviewing the medical documentation, after a post-mortem, or after an inquest, they will pass this on to the Kingston register office. The Bereavement Service at the register office will then contact you to make an appointment to register the death. You do not need to contact them.

If you have religious or cultural concerns about post-mortem examinations, tell the medical examiner or coroner’s officer. They will take them into account wherever the law allows.

Certificates and forms

  • Medical Certificate of Cause of Death (MCCD) is a legal record of the cause of death. It is signed by the attending doctor and confirmed by an independent medical examiner. It is needed to register the death.
  • Death Certificate is a certified copy of the entry in the register of deaths. It is issued by the register office. This is an important document and is required by the person who is dealing with the estate. A death certificate will be needed in order to close accounts and notify organisations such as insurance companies.
  • Interim Death Certificate can be issued by the Coroner after a post-mortem. This means a funeral can take place before an inquest.
  • Certificate for burial or cremation (Green form) is issued by the register office once the death has been registered. It is usually passed on to the funeral director. A burial or cremation cannot go ahead without this form.

Registering the death

Where and when

Once the register office receives the MCCD from the medical examiner, the death should be registered within 5 days (excluding weekends and bank holidays). 

Bereavement Services at the register office will call you to arrange a time.

The appointment will be in person at:

At the appointment, they will give you the official death certificate. You will need this to complete the legal and administrative processes. 

The MCCD or coroner’s documents will always be sent to Kingston register office. However, you can ask to have the appointment at any register office in England or Wales. When Kingston Bereavement Services rings you to make the appointment, you can ask them to transfer the documents to your preferred register office.

Who can register

Someone must go in person to the register office to register the death. This can be:

  • next of kin, partner or family member
  • someone who was present at the death
  • person arranging the funeral (if there are no relatives available).

What to take with you

When you see the registrar, they will need the following information about the person who died.

  • Date and place of the death
  • Their full names (including the maiden name of a married woman). Any other names they were known as can also be recorded.
  • Their address
  • Where and when they were born. The town or county is sufficient if the exact address is not known. For people born outside the United Kingdom, only the country of birth is needed 
  • Their occupation
  • Details of their wife or husband or civil partner
  • Whether they had any Government pension or other benefits.

It is also a good idea to take proof of your own name and address.

What happens at the appointment

At the appointment, the registrar will give you:

  • Certificate for burial or cremation (Green form).
    This is sent electronically to chosen funeral.
  • Copies of the death certificate.
    You will need these to notify the person’s bank, utility company and others who need to know about the death. These are usually returned, but most people find it useful to have multiple copies to help with this administration. Copies were £12.50 each at the time this booklet was printed.
  • ‘Tell us once’ unique reference number.
    This makes it easy to notify multiple government organisations of a death.

Other admin

As well as registering the death, there are a lot of other admin tasks to complete, such as telling banks and pension companies.

Tell Us Once is a government service that lets you report a death to most government organisations in one go. The registrar will give you a code for the Tell Us Once service. 

There are other things that you will need to think about too. This checklist may help.

In the days following the death:
  • Check for a will, funeral plan or instructions for funeral.
  • Inform:
    • employer or school 
    • care providers, meals on wheels etc. 
    • banks, credit and store cards and any other financial accounts 
    • insurance providers, such as property (especially if left unoccupied) and car insurance
    • mortgage provider or landlord/local authority 
    • companies that the person had contracts with, like utility companies, landlords or housing associations
    • personal or workplace pension schemes, unless they’re one of the public sector pension schemes that Tell Us Once contacts.

Life Ledger is another service that allows you to inform companies such as banks, insurances, utilities and even some subscription services. There are over 1000 companies registered with their service. 

In the following weeks or months:

  • Gather all financial paperwork, such as insurance certificates and bank statements, and any documents relating to property.
  • If you have not found a will, choose who will deal with the estate and contact Probate Registry.
  • Find out if probate is needed and, if so, how you will go about the process yourself or using a professional.
Citizens Advice
Government Advice

Organ donation

Organ donation, such as heart and kidneys, can only occur when someone dies in Intensive Care or the Emergency Department. This is because organs must be used within a few hours of death.

Almost all patients that die in hospital can be considered for tissue donation, such as corneas (eyes) and skin. This is best done within 24 hours but may be possible up to 48 hours after death.

Even if the deceased was not a registered donor, you may still be able to give permission for this. Speak to our Bereavement team to find out more. Also tell us if, before they died, the deceased had given signed permission to leave their body to science.

Arranging a funeral

Our Bereavement team can advise you about arranging a funeral.

If the deceased is still in a hospital or public mortuary, your funeral director may ask for certain certificates from the registrar or coroner for them to take the deceased into their care. They will guide you through this.

If the person who died had a pre-paid funeral plan, you will need the policy number, plan certificate or proof of purchase.

Faith and cultural needs

If you have any religious or cultural funeral requirements, tell our Bereavement team when you first make contact. We will then be able to help you as much as possible.

Our Pastoral and Spiritual Support Team are also available to offer comfort, advice and spiritual support, whatever your beliefs or faith. If you would like to speak with a member of the team, ask our Bereavement team.

Emotional support

There is no right or wrong way to deal with your grief. You may feel several things all at once, such as sadness, anger, helplessness or acceptance. Or you may find it difficult to identify what you are feeling and wish to focus on the practicalities.

It is important to ask for help from your personal support network if you need to. If you are feeling overwhelmed by your emotions, contact your GP for support.

Support following a death

Self-care

At difficult times, some of us find ourselves focussing on the wellbeing of those around us. However, if you have not prioritised your own wellbeing, you may not be able to help.

If you feel that you need some help with this, speak to your GP. They can guide you to some organisations or websites that may help.

Donate in memory

Some families ask if there is a way to say thank you or do something positive in memory of someone. 

Many find comfort in helping future patients and staff by supporting the Kingston Hospital Charity. Donations help improve the hospital and community services.

There are a few ways to donate, such as:

  • a tribute page where anyone can add their photos and memories
  • a collection at the funeral or memorial instead of flowers
  • making a donation in the name of someone.

Contact the Kingston Hospital Charity team:

Contact information

Bereavement Office

Telephone:

020 8934 3355