VCPOffice

1. Overview

VCPOffice is the comprehensive back-office administration portal of VCPMS, serving as the central hub for all victim compensation program operations. It is the primary workspace for internal staff—claims examiners, analysts, supervisors, administrators, and board liaisons—providing full lifecycle management of claims, benefits, payments, documents, and communications.

Designed around the real-world workflows of state victim compensation programs, VCPOffice consolidates dozens of legacy tools (Access databases, Excel spreadsheets, manual filing systems, PeopleSoft interfaces) into a single, unified web application. Every function from initial claim intake through final payment issuance, board decision recording, and federal reporting is managed from within this portal.

Core Functional Areas

Navigation Structure

The VCPOffice portal is organized into the following primary navigation sections, each mapping to a core functional area:

VCPOffice main navigation and dashboard overview

2. Dashboard

Upon login, each VCPOffice user is presented with a personalized, jurisdiction-specific dashboard. The dashboard is a modular, widget-based workspace that provides at-a-glance visibility into daily operations, pending tasks, and key performance indicators.

Dashboard Widgets

Customization

• Toggle widgets on/off — Each user selects which components to display
• Drag-and-drop layout — Rearrange widget positions to match personal workflow
• Apply filters — Filter by status, date range, claim type, or jurisdiction
• Save preferences — Layout and filter settings persist across sessions
• Real-time metrics — Pending claims, upcoming tasks, recent payments, and workload distribution update in real time

Role-Based Defaults

Program administrators can define jurisdiction-wide dashboard defaults for different roles (e.g., claims examiner vs. supervisor vs. board member). This ensures consistency and usability across the program while empowering individuals to refine their own views. Defaults serve as starting templates that users can further customize.

VCPOffice personalized dashboard with configurable widgets

3. Claims Processing Workflows

Claims processing is the heart of VCPOffice. The system supports two primary claim types—Victim Compensation (VC) Claims and Financial Reimbursement (FR) Claims—each with configurable state workflows, eligibility rules, and processing procedures.

3.1 Victim Compensation Claims (VC Claims)

VC Claims represent victim compensation applications filed by or on behalf of crime victims. Each claim tracks the full lifecycle from initial intake through eligibility determination, award processing, board review, payment, and eventual closure.

Claim Workflow States

VCPOffice supports a comprehensive, configurable set of claim states. Programs can enable or disable specific states to match their jurisdiction's workflow requirements. The following represents the union of all available states:

Appeals are handled by the separate VcClaimAppeal WorkItem, not by transitioning the VcClaim into an Appeal state. Continuances are tracked by VcContinuance (claim-on-hold records) while the VcClaim remains in its current active state.

Claim Data Entry Tabs

The VC Claim management interface provides comprehensive data capture organized into tabbed sections:

VC Claim management interface with tabbed data entry sections

Claim Creation & Intake Process

Eligibility Determination

VCPOffice provides a structured eligibility determination process with configurable checkpoints. Each checkpoint requires a Yes/No determination. If the answer is “No,” the system requires an explanation.

Duplicate Detection & Co-Claim Linking

• Automatic detection — System checks for duplicates using Birthdate + SSN + Crime Date combinations
• Companion claims — Multiple victims from the same incident linked together
• Cross-reference claims — Same victim with claims from different incidents
• Secondary claims — Configurable per jurisdiction (some programs allow only one claim per victim)
• Co-claim linking — Single document can be linked to multiple claims for co-claimants or shared service records

Processing Time Tracking

3.2 Financial Reimbursement Claims (FR Claims)

FR Claims represent financial reimbursement requests from service providers, including SANE/SAFE forensic exam claims. Providers submit claims through the VCPProvider portal or VCPConnect API, and staff process them through VCPOffice.

FR Claim Workflow States

FR Claim Key Properties

FR Claim Business Rules

• Must have a valid, registered service provider
• Automatic amount calculation: Amount to Pay = (Total Cost - Insurance Amount) × Percent to Pay
• Duplicate detection based on victim name + service date + provider
• Supporting documentation required before approval
• SANE/SAFE claims may be processed through a separate fund (configurable)

FR Claim processing interface with financial calculation fields

3.3 Claim Review & Investigation Features

• View all claim details (victim info, crime details, expenses) in consolidated interface
• Add/edit claim notes, comments, and investigation findings
• Attach and view documents within a claim record
• Request additional information from the claimant (triggers portal notifications and correspondence)
• Link related claims (companion claims for same victim; cross-reference claims for same incident)
• Claim assignment tracking with full audit trail

3.4 Decision & Approval Workflow

• Approve / Deny / Table decisions — Each decision type updates claim status correctly
• Multi-level approval — Supervisor must approve after analyst recommendation; routing and restrictions verified
• Board review integration — Claims marked for board review appear in the Board module; decisions flow back to the claim
• Denial reasons and letters — System captures reason code and generates denial letter with appeal instructions
• Waiver capability — Staff can override eligibility flags with documentation
• Claim re-opening — Closed claims can be re-opened to process additional expenses

3.5 Benefit Categories & Limits

Benefit categories and maximum amounts are configurable per jurisdiction. Example configuration:

3.6 Edge Cases & Special Scenarios

• Multiple victims per incident — One incident, multiple claimants, each tracked separately with co-claim linking
• Minor victims — Guardian information required; potential delayed filing accommodated
• Out-of-state applicants — Supported with configurable residency rules
• Sexual assault cases — May trigger different procedures or SANE/SAFE module handling
• Maximum compensation limit reached — System enforces caps and alerts staff
• Claim re-opening — Previously closed claims can be reopened for additional expenses (e.g., therapy years later)

4. Benefits Management

Benefits management encompasses the creation, tracking, and processing of all financial benefits associated with claims. This includes awards, expense bills, treatment plans, income loss, and service bills.

4.1 Awards

Awards represent approved compensation amounts for claims. Each award goes through a formal workflow from creation through board review and completion.

Award — an immutable decision snapshot

As of VCPMS 15.2, Award is no longer a state-machine WorkItem. An Award is created automatically when a VcClaim decision is recorded (Approved or Denied) and captures an immutable snapshot of the full case at decision time — vote tally, reviewer notes, benefit items, payee(s), amounts. It is the legally defensible record of the decision.

The workflow that produces an Award now runs on the DeterminationDocket (Determination Docket) WorkItem:

A docket can also transition to Voided from any active state when it is withdrawn before the decision is recorded.

Award Features

• Award amounts organized by benefit type with summary view
• Letters divided to proper format for EOB (Explanation of Benefits) for victim or provider
• Future awards tracking for ongoing treatment
• Board docket preparation with multiple versions/formats
• Adjustments recommended by examiner, approved by administrator
• Configurable overall maximum (e.g., $25,000 per claim, additional $25,000 for income loss)
• Financial encumbrances calculated per benefit category based on award amounts
• Automatic deduction of payments from encumbered amounts

Award management interface with benefit type summary and board docket

4.2 Award Items

Award Items are individual line items within an award. Each award contains one or more award items specifying:

• Benefit category (Medical, Mental Health, Funeral, etc.)
• Amount approved for this specific item
• Provider or payee information (who receives payment)
• Service dates covered by this award item

4.3 Expense Bills

Expense Bills are provider-submitted bills for services rendered to victims, processed within the context of a VC Claim. They follow the Requested Benefit workflow.

Requested Benefit Workflow (Expense Bills, Treatment Plans, Income Loss)

Requested Benefits share a 10-state RequestedBenefitState machine that parallels the VcClaim lifecycle:

Expense Bill Financial Fields

Expense Bill Additional Features

• Funding source selection (State or Federal grant)
• Document number field for invoice number or other identifying number
• Bill lifecycle status: received, in review, approved, partially approved, denied, paid, returned
• Status changes timestamped with user notes for each transition
• Dedicated note fields for each bill

Expense Bill processing interface with financial calculation fields

4.4 Treatment Plans

Treatment Plans manage ongoing mental health and medical treatment authorizations. The system tracks approved date ranges, session counts, costs, and individual session payments.

Treatment Plan Workflow

Treatment Plan management interface with session tracking and payment entry

4.5 Income Loss

Income Loss tracks financial benefits for victims who have lost wages, require dependent care, or have suffered loss of support due to a crime. Income Loss follows the same Requested Benefit workflow as Expense Bills and Treatment Plans.

Income Loss Categories

4.6 Service Bills

Service Bills are provider billing records linked to FR Claims. Service providers submit bills through the VCPProvider portal or VCPConnect API for services including:

• Dental services
• Medical services
• Counseling / Mental Health
• Funeral services
• Prescriptions (RX)
• SANE/SAFE forensic exams
• Other related services

5. Payment Processing

VCPOffice provides comprehensive payment processing capabilities, from individual payment creation through batch processing, external financial system integration, and reconciliation. The payment module handles the full lifecycle of every dollar disbursed by the compensation program.

5.1 Payment Creation & Authorization

Two-Level Payment Approval

Payments can be configured to require multi-level authorization. Each approval stage is recorded with user ID, timestamp, status, and approval tier. Payments above configurable thresholds require supervisor approval before processing.

Payment Item Creation

Payment Items are created on Expense Bills or Treatment Plans and wait for processing in a Payment Batch. Each Payment Item has:

• Reference field (50 characters max) — Intended to be shared with the payee on payment statements
• Comment field (1,000 characters) — For internal use, not shared with payee

Payment Grouping Logic

5.2 Payment Batches

Payment Batch processing allows bulk creation and management of payments, streamlining the disbursement process.

Batch Processing Workflow

Batch Operations

• Automatically create payment batches based on predetermined criteria (federal, state)
• Modify automatic batch criteria without technical support
• Manually generate payment batches with selection capability
• Generate payments daily with flexible selection
• Change payment source (state vs. federal) by batch
• Cancel a payment batch or individual payment within a batch
• Generate detailed payment letters/statements to accompany payments
• Show paid and unpaid items on payment statements

Payment Batch processing interface with batch review and fund verification

5.3 Payee Management

The Payee directory maintains all payment recipients (persons or organizations). Payee records include name, address, tax identification, payment preferences, and links to all associated payments.

• Payee directory with search and filter capabilities
• Supplier ID integration with external systems (e.g., OMES vendor registration)
• Confidential payee support (victim payments routed through program address)
• Payee address management with update tracking
• Payment history per payee

5.4 Source Funds & Fund Collections

Source Fund Tracking

• Maintain fund balances across multiple funding sources (federal, state, VOCA, donations)
• Real-time fund balance tracking: total allocated, total expended, current encumbrances, available balance
• Automatically update fund balance upon generated payments
• Prevent disbursement if balance is insufficient
• Track subactivity codes (e.g., 00001 for State, 00002 for Federal)
• Grant number tracking for current federal grants

Fund Collections

• Record collected revenue by type: restitution, donation, overpayment recovery
• Track receipt of funds by collection type
• Deposit tracking with claim number association
• Funds returned to general program fund upon deposit completion
• Limits tracked per victim (not per claimant)

5.5 External Financial System Integration

VCPOffice integrates with external state financial systems for payment processing, reconciliation, and reporting.

5.6 Payment Void, Reversal & Reissue

• Void payment — Cancel an issued payment before it clears. Updates fund balance and claim records.
• Accept refunds — Process returned overpayments or refunds back to fund balance.
• Reissue — Reissue a voided or lost payment with new check information. Clone existing payment details with new warrant number.
• Reversal — Reverse a cleared payment, adjusting fund balances and claim totals.

5.7 Returned Check Processing

When a check is returned (undeliverable, stopped, or bounced), VCPOffice supports a distinct return check workflow:

• Returned check logged with reason and date
• Notes recorded in claim record
• Payment status updated to reflect return
• Staff can initiate reissue or void based on circumstances
• Fund balances automatically adjusted
• Notification to assigned staff for follow-up

5.8 Payment Edge Cases

• Exceeding claim balance — System prevents payments exceeding remaining claim balance
• Multiple payees per claim — Payments to different payees (provider vs. claimant) for the same claim
• Payments to minors — Payable to guardian or trust, with appropriate documentation
• Restitution payments from offenders — Received payments credited to program fund, tracked against offender record
• Split funding — Multiple funding sources per payment (state + federal split)

Payment processing interface with fund tracking and batch management

6. Document Management

VCPOffice provides comprehensive document management capabilities covering the entire lifecycle of incoming and outgoing documents—from initial receipt and scanning through processing, storage, and delivery.

6.1 Document Intake Queue

The Document Intake Queue is a centralized incoming document processing center. All documents entering the system—whether scanned, uploaded, or submitted through external portals—flow through this queue for review, classification, and routing.

Document Intake Workflow

Document Intake Queue with preview, split/merge, and processing controls

6.2 Outgoing Documents (Letters & Correspondence)

Template-Based Letter Generation

• Template library for all standard correspondence types
• Templates support conditional logic, insertable fields (merge fields), and custom formatting
• Predefined templates that can be edited by administrators without technical support
• Rich text editing for ad hoc letter creation
• Letter customization per district/jurisdiction (letterhead, signature, formatting)

Letter Types

Letterhead & Signature Integration

• Each program uploads and manages its own letterhead templates
• Dynamic logos, headers, and footers
• Electronic signatures: JPEG signature files or digital signature tokens mapped to user roles
• Printer-friendly PDF output with district letterhead and electronic signature

Batch Letter Operations

• Filter recipients by various fields (e.g., victims paid in last 7 days)
• Apply templates to the resulting list for mass generation
• Customized letters or emails generated for each recipient
• Emails sent automatically; letters queued for batch printing
• Post-board meeting batch letter generation for all decisions

6.3 Document Storage & Management

• All documents stored centrally with role-based access control
• PDF generation and storage for every finalized letter
• Document viewing, annotation, and PDF management
• Document classification and tagging
• Copy/link PDFs from one claim to another (reference link by default, not duplication)
• Print all documents individually or as entire claim package in single PDF
• Secure document storage and retrieval with encryption at rest

6.4 Document Templates (Configurable)

Document templates are fully configurable by program administrators, allowing each jurisdiction to maintain its own library of letter templates, forms, and correspondence formats.

• Create and edit templates using a rich text editor
• Insert merge fields that auto-populate with claim, victim, and payment data
• Conditional sections that appear/hide based on claim data
• Version control for template changes
• Template sharing across jurisdictions (optional)

Outgoing document generation with template selection and merge field preview

7. Board Management

The Board Management module supports the full lifecycle of board meeting preparation, execution, and post-decision processing. It replaces legacy Excel-based minutes, Access database switchboards, and manual docket procedures with a unified digital workflow.

7.1 Determination Dockets & Meeting Preparation

Determination Docket Workflow

Agenda Preparation Features

• Identify claims and generate claim lists by board meeting date
• Administrator selects which standardized fields appear in the claim list
• Configurable field selector per jurisdiction
• Templates saved and reused for different meeting types
• Claims tagged and grouped into the agenda
• Electronic Board Packet generated as PDF (viewable online or printed)

Board Packet Contents

Each electronic board packet includes:

• Claim summaries with key details
• Links to full claim details and documents
• Attached documentation (police reports, bills, receipts, verification notes)
• Staff notes and recommendations (suggested award amounts, eligibility analysis)
• Cover sheets for each section
• Victim/claimant information with appropriate confidentiality safeguards
• Crime details (incident description, date, law enforcement report)
• Itemized expenses with amounts, prior payments, and applicable caps

Determination Docket Order

1. Appeals — Appeal cases are heard first
2. New Applications — Ordered by received date; if a victim appears in person, their claims are pulled out of received order for priority handling

Determination Docket preparation interface with claim list and packet generation

7.2 Docket Types

VCPOffice supports configurable docket types for organizing claims by processing level. The following illustrates a typical configuration:

7.3 Board Decision Entry

• Decision types: Approve, Deny, Table (for more information), Continue
• Authorization: Only authorized users (administrator or designated board liaison) record decisions
• Individual or batch entry: Enter decisions one at a time or update multiple claims simultaneously
• Status updates: e.g., “Approved - Board 10/15/2025” or “Tabled - Awaiting Documentation”
• Board member adjustments: Board can recommend and approve adjustments on a claim during the meeting
• Minutes generation: System generates meeting minutes and provides note area for board members
• Decision review: Print board decisions for administrator sign-off

7.4 Post-Decision Letter Generation

7.5 Private Notes

Board members can enter private notes visible only to themselves, supporting thoughtful review and preparation before meetings.

• Notes persist across sessions
• Stored securely and tied to the specific claim and meeting
• Not part of the official claim record
• Not visible to staff or other board members
• Supports flagging questions and concerns before the meeting

7.6 Post-Decision Access & Archive

• Review final resolution for each claim
• Notes on partial awards or denial reasons
• Archive of all board meeting records
• Official PDFs of board decisions for recordkeeping and audit
• Access past meeting packets for reconsideration cases

Board meeting management with docket view, decision entry, and letter generation

8. Reporting & Analytics

VCPOffice provides a comprehensive reporting suite covering operational metrics, federal compliance, financial summaries, and ad hoc data analysis. Reports are available in multiple formats and can be run on demand or scheduled for recurring delivery.

8.1 Standard Reports

The system includes approximately 30+ pre-defined reports covering all major functional areas:

Report Features

• Filter by date range, claim status, benefit type, funding source, jurisdiction
• Generate on demand or schedule for recurring delivery
• Multiple output formats: Excel (.xlsx), PDF, CSV, printer-friendly versions
• Custom report generation capability
• Expansion of report library without technical support
• Data drill-down capabilities from summary to detail
• Report access controls by role
• District-level vs. statewide reports

8.2 Data Reports (Ad Hoc)

VCPOffice includes a powerful ad hoc reporting tool that allows users to query any data field in the system:

• Query using any data field: application data, demographics, benefit types, bill details, payment statuses, provider info, fund activity, timestamps
• Custom date ranges, relative time periods, rolling windows
• Parameters: claim status, jurisdiction, funding source, benefit type, provider, user ID
• Saved and reusable parameter sets
• Output: Excel (.xlsx), PDF, CSV
• No SQL knowledge required—visual query builder interface

8.3 Federal Reporting

VOCA Performance Report

• System automatically compiles data from key functional areas
• Includes claim volumes, payment totals, benefit types, processing times, victim demographics
• Interactive interface for review and modification before submission
• Reports exportable for upload to JustGrants

Crime Victim Compensation State Certification Form

• Total compensation paid from all sources
• Deductions (restitution recovered, other offsets)
• Net eligible payments using state funds
• Available balance in compensation fund
• Pre-populated with real-time data, editable fields for adjustments

Statewide Rollup

• State administrator generates rollup reports across all jurisdictions
• Aggregates data from all local programs into unified statewide view
• Data filtered by funding source, time period, benefit type, and jurisdiction

Data Quality Validation

8.4 Dashboard KPIs

Key Performance Indicators displayed on the dashboard include:

• Average time from claim received to first payment
• Number of claims processed by user (daily, weekly, monthly)
• Average processing time with custom-defined time variables
• Time from bill receipt to payment or denial
• Claim approval rates by user and stage
• Open claims by status and age
• Payment totals by period and fund source

8.5 Export Formats

Reporting dashboard with standard reports, ad hoc query builder, and export options

9. Communication

VCPOffice provides multiple communication channels for staff to interact with victims, claimants, advocates, service providers, and law enforcement. All communications are logged in the claim record for complete audit trail.

9.1 SecMail (Secure Messaging)

SecMail is the secure messaging system for two-way communication between internal staff and external users across all portals.

• Staff can communicate with victims, claimants, advocates, and providers
• External users can submit requests, upload documents, and send messages
• Internal users notified when external requests require handling
• All correspondence logged in communication history
• Messages linked to specific claims for context
• Secure, encrypted communication channel

9.2 vPostalBox (Virtual Postal Box)

vPostalBox is a secure document delivery mechanism that posts documents to external users’ portal dashboards.

• Letters and documents posted to secure portal for external user access
• Documents available in the applicant’s dashboard for download and print
• Eliminates postal delays for time-sensitive correspondence
• Delivery confirmation tracked for each document

9.3 Notifications & Alerts

Automated Notifications

• Email triggered on key status changes (e.g., Submitted → Approved)
• Templates configurable with merge fields (name, claim number, status)
• Delivery tracked for confirmation
• Alert when email is undeliverable (bounce handling)
• SMS alerts (optional, via Twilio or state-provided gateway)
• Portal message notifications via VCPOnline, VCPProvider, VCPAdvocate
• Notification preferences per user (email, SMS, portal messages, printed letters)

Internal Alerts

• Counseling incremental limits or predefined threshold alerts
• Payment cap excess warnings
• Returned mail notifications
• Upcoming board deadlines
• Document upload notifications
• Assignment change notifications
• Overdue reminder flags

9.4 Mass Notifications

• Filter recipients by various criteria (status, date range, jurisdiction, benefit type)
• Generate customized communications to selected groups
• Apply templates to resulting recipient list
• Emails sent automatically; letters queued for batch printing
• Track delivery status for each notification

Activity Categories

All communications are categorized for tracking and reporting:

SecMail messaging interface and notification management center

10. Search Hub

The Search Hub provides a unified search interface across all 30+ entity types in the system. It supports full or partial data matching, wildcard lookups, advanced filters, and clickable results that navigate directly to the matching record.

Searchable Entity Types

Claim Search Parameters

Claims can be searched using any combination of the following fields:

Full-Text Search

• Indexed full-text search across all application records and notes
• Search by first name, last name, or specific phrases
• Preview snippets of matching text in results
• Filter by note type, date range, and author

11. Assignment & Workload Management

VCPOffice provides comprehensive tools for assigning work, managing queues, tracking tasks, and monitoring workload across the organization.

11.1 Claim Assignment

Assignment Methods

Assignment Features

• Assigned users receive system notifications
• Claims appear in personal inbox and dashboard
• Assignment logs maintained for transparency and performance tracking
• Full audit trail of all assignment changes

11.2 Queue Management

• Set up and manage departmental, working, and personal queues
• Share queues with other users for team collaboration
• Centralized “inbox” for all submitted applications
• Filtering and sorting by assigned user, date, applicant name, status, urgency
• Efficient claim intake and prioritization

11.3 To-Do Items & Reminders

• Add reminders and to-do tasks to any claim
• Task types: follow-up with victims, document requests, board decisions, deadline tracking
• Each reminder has due date, priority, and category
• Tasks can be assigned to current user or delegated to others
• Shown in user’s dashboard and daily summaries
• Overdue reminders flagged visually for immediate attention
• Reports on open tasks, completion rates, overdue actions by user or office

11.4 Workload Tracking & Productivity

• Daily activity summaries: claim counts, processing times
• Track progress of claims through workflow stages
• Payment history and processing volumes
• Productivity reports for individual users or departments
• Key metrics: claims processed, average processing times, user activity
• Drill-down from summary dashboards to individual records

12. User Management

VCPOffice provides complete user lifecycle management for both internal staff and external users across all portal types.

12.1 Internal User Management

• Create, edit, and archive internal user accounts
• Set roles, permissions, and temporary passwords
• Assign administrative rights (IT and non-IT level)
• Password management: reset passwords, enforce complexity and expiration policies
• Account lockout after configurable failed attempt threshold
• Session timeout enforcement
• Full audit trail of all user actions

12.2 External User Management

• Manage profiles for all external user types across portals
• Reset passwords and update contact information
• Approve external users before granting access (configurable per jurisdiction)
• Duplicate detection during registration (email for VCPOnline, EIN for VCPProvider)
• Inactivate users (denied login but activity history preserved)

12.3 Role-Based Access Control (RBAC)

Permission Levels

User Categories

12.4 Audit Trail

• Track who made changes, description of change, and when for every record
• Applies to: claim edits, user role modifications, data field updates, status changes, document management
• Audit logs are read-only and tamper-proof
• Searchable by user, date range, affected module, and action type
• Supports compliance with VOCA/OVC audit expectations
• Every approval stage recorded with user ID, timestamp, status, and approval tier

User management interface with role assignment and permission configuration

13. SANE/SAFE Program Support

VCPOffice includes a configurable module for managing SANE (Sexual Assault Nurse Examiner) and SAFE (Sexual Assault Forensic Exam) program operations. This module handles the unique workflow of sexual assault forensic exam reimbursements, which operates separately from the standard victim compensation claim process.

SANE/SAFE Overview

• Specialized module integrated into VCPOffice
• Handles unique sexual assault forensic exam reimbursement workflow
• Tracks exam reports and payments to medical providers
• Generates required reports for separate SANE fund
• Manages SANE cases more efficiently than legacy spreadsheet-based processes

Provider Requirements

• Provider must be certified as a SANE examiner
• Must be registered in the state vendor system (e.g., OMES)
• SANE certificate may need to be supplied for first-time providers
• Certificates have expiration dates (tracked by the system)
• Expiration date note field for certificate tracking

Processing Workflow

• SANE application form available on program website for providers to complete and submit
• Victim goes to provider for SANE nurse exam
• Provider submits reimbursement claim through VCPProvider portal or directly
• Processing follows similar path to regular FR claims but through separate SANE fund
• Docket date selection and form completion
• Separate fund tracking and reporting

Configurable Features

• Sexual Assault Kit Tracking (SAKI) — Track submission, location, and status of sexual assault kits
• CPT Code Tracking — Configurable option for jurisdictions requiring CPT code entry on SANE claims
• Jurisdiction-Based Access — Access to SANE data can be restricted to specific user roles or districts
• Provider service tracking — Providers submit SANE-related bills through VCPProvider with separate billing and tracking

SANE/SAFE module with provider certification tracking and kit status

14. Restitution & Subrogation Tracking

VCPOffice provides comprehensive restitution and subrogation tracking, managing the full lifecycle from initial case flagging through court order entry, payment collection, fund crediting, and case resolution.

Restitution Workflow

Offender Tracking Features

• Offender payments viewable on the Offender screen
• Total offender payments shown on claim Financial Summary
• Restitution payment tracking populates the restitution tracking report
• Prosecutor information captured alongside offender data
• Correctional facility tracking
• Offender profile linked to all restitution obligations across claims

Fund Collection Process

• Daily restitution checks received from courts or VWCs are processed
• Each check matched to case number and offender
• Claim number or invoice number written on check for identification
• Deposit recorded with fund code assignment
• Upon deposit completion, funds return to the general program fund
• Two-person verification required for reconciliation

Restitution tracking dashboard with offender payment history and outstanding balances