A working subset
VCPMS capabilities that state programs ask about most
VCPMS does more today, and more is on the way. Tell us about your program and we'd love to walk through what already fits, what's coming next, and where VCPMS can address your specific business needs. Schedule a demo and we'll tailor the conversation to your program.
Artificial Intelligence
Smart helpers that speed up routine work - eligibility suggestions, incoming documents processing, and in-app contextual help.
AI Consistency Analyzer
Detects inconsistent decisions vs. similar prior claims, flags analyst drift, and checks policy-rule conformance on every decision.
AI Contextual Help Assistant
Intelligent chat assistant embedded in every portal. Understands context (claims, expenses, payments), answers knowledge-base Q&A with RAG, assesses eligibility rules, and powers a public marketing-site endpoint.
AI Eligibility Suggestions
On every claim, AI surfaces structured eligibility flags with rule citations and missing-information pointers. Staff decide; AI starts the draft.
AI Incoming Document Processing
Pick how much of the AI pipeline runs on every incoming document - from no AI through OCR, classification, and structured field extraction. Programs scale automation up as confidence grows.
Medicare Rate Variance Checking
Ingest official CMS Medicare fee schedule files (PFS, OPPS, ASC, Ambulance) and benchmark submitted medical bills against published rates. Phase 2 - bill-review integration - arriving soon.
Patient-on-Bill Identity Verification
AI routing automatically detects bills for the wrong patient and quarantines them for staff review, preventing misrouted reimbursements.
Communication
Send and receive messages with claimants, providers, advocates, and law enforcement - every email, secure message, and paper notice tracked in one place per claim.
Customer Support and Contact Email
How to contact VCPMS - one direct customer-service email for state programs, prospects, demo requests, sales conversations, and live-program support, staffed by HEART4Victims and ASDcom together.
Document Templates and Letter Generation
Each program owns its own letter templates - acknowledgments, denials, award notices, status updates - with merge fields that auto-fill from the claim, configurable letterhead, and automatic generation on state transitions.
Provable View + Acknowledge for Outgoing Documents
Send a determination letter; the platform tracks when the recipient opened and (optionally) acknowledged it, with timestamps. No more "I never got that letter."
SecMail - Compliance-Grade Tracked Messaging
Secure in-system messaging with state-machined delivery (Draft → Sent → Opened → Archived), message recall, and polymorphic ownership - every message indexed to its claim.
Secure Mail
Encrypted in-app messaging between program staff and claimants, providers, advocates, or law-enforcement contacts - so sensitive content never leaves the system in plain email.
Staff-Assisted Victim Application Filing
When a victim calls for help, a back-office analyst can - with the victim's on-screen consent - take the keyboard inside the victim portal to help them complete the application, with every keystroke logged.
Documents
Take in, sort, generate, and file every document a claim collects - from the first packet of mail to the final decision letter.
Bulk Document Intake with AI Routing
A day's mail goes in as one scan - VCPMS splits it into individual documents, identifies each (police report, medical bill, ID, court order), extracts key fields, and auto-routes to the right claim. Only ambiguous ones reach a human.
Document Intake Suite
Every document the program receives - single uploads, mail batches, emailed packets, bulk scans - lands in a single Incoming Document pipeline with consistent classification, routing, and audit.
Document Packets - Curated Bundles for Review and Decision
Hand-pick the documents that matter for a specific decision - board review, payment determination, appeal hearing - and save them as a single packet so reviewers see one focused bundle instead of hunting through the full claim file.
Incoming Document Bulk Upload
A simple batch-uploader for staff, providers, and advocates who need to attach many files to one claim at once - drag in a folder, every file becomes an audited Incoming Document on the target claim.
Inline Document Viewing
Documents render right next to the claim section they relate to - police report alongside crime info, medical records alongside treatment plan, wage forms alongside income loss - so staff review without bouncing between tabs.
Per-Claim Document Library
Each claim has a structured library of every attached document - categorized (wage form, medical record, police report, intake form), dated, and quickly searchable so staff find what they need without scrolling through every file.
Integrations
Connect VCPMS to tools and partners your program already uses - Microsoft 365, paper-mail providers, and address validation.
International Postal Code Support
Address handling that accepts non-US postal codes, region formats, and country-specific conventions - for programs that serve victims with cross-border contacts, providers, or residency.
Microsoft 365 / Outlook Integration
Connect program staff mailboxes to VCPMS so claim-related email threads, attachments, and calendar events land on the right WorkItem automatically - without copy-paste.
Send Paper Mail
Outgoing letters, acknowledgments, denials, and award notices handed off to a print-and-mail service - so recipients without email still receive their correspondence on official letterhead.
Lifecycle
How a claim moves from application through review, decision, awards, and payments.
Benefit Categories Configuration
The list of benefit categories a program offers - and how each is structured - is tenant configuration. Add a category, retire one, adjust limits, update wording - no code release.
Benefit Categories Pre-Authorization
A formal pre-authorization record captures the approved scope - sessions, dollars, procedures, date range - and downstream claims or bills are matched against it before payment.
Benefit Category Pre-Approvals
Certain benefit categories require a pre-approval before expenses can be incurred - counseling sessions, relocation, medical procedures. VCPMS routes these requests, tracks the approval, and enforces it downstream.
Claimant Individual Update Workflow
When a claimant is a different person from the victim (surviving family member, guardian), their contact and identity updates run the same reviewed, audited submission workflow as victim updates.
Configurable Awards
When a claim is approved, VCPMS generates an immutable Award snapshot with benefit line items, amounts, and approval authority - formatting, caps, and inclusion rules configured per program.
Configurable Denial Reasons
Each program defines its own denial taxonomy - the reasons, the letters each reason generates, the appeal rights attached. No hardcoded denial list, no code change to add a new ground.
Crime Information Update Workflow
Corrections to crime facts - date, location, offense type, agency - flow through a reviewed update request, protecting the integrity of the claim record after submission.
Multi-Level Configurable Appeals
Formal VcClaimAppeal workflow with timeliness adjudication, continuances, and a tenant-configurable multi-level appeal ladder - not a boolean "is-appealed" flag.
Secondary Victim - Consolidated Under Single Claim
For programs that treat an incident as one case with multiple beneficiaries, VCPMS can track secondary victims as sub-records on the primary claim - one case file, shared decision, separate benefit line items.
Secondary Victim - Separate Linked Claim
When a crime affects multiple victims - family of a homicide, co-workers at an armed robbery - VCPMS can track each as its own claim, linked to a primary, with shared incident facts and separate benefit accounting.
Victim Claim - Configurable End-to-End
The Victim Claim (victim compensation application) is the central workflow of every VCPMS program. Every stage - intake, eligibility, recommendation, award, denial - is configurable per tenant.
Victim Individual Update Workflow
Post-decision victim information changes - address, phone, contact preferences - flow through a dedicated update workflow with review, approval, and audit, instead of silent edits.
Productivity (Reporting, Work Queues, Dashboards)
Tools that help your team get more done - out-of-the-box reports (VOCA PMT quarterly, VCC annual, and custom standard reports), configurable work queues for assignment and triage, and dashboards for program directors and supervisors.
Activity Log and Follow-Up Reminders
Users log every action they take on a claim - calls, requests, notes - and set a reminder that notifies them at a chosen later time so they don't lose track. Pick up where you left off without searching for what you were doing.
Custom Reports - Ad-Hoc Report Builder
Build your own reports - pick fields, filters, groupings, and sort order, then run on demand or schedule to email. Programs ask their own questions of live data without waiting on a developer.
Dashboards - Program, Role, and Personal
Three layers of dashboard - program-wide operational metrics, role-configured staff views, and per-user personal dashboards - built from a shared widget library that covers every WorkItem type.
Personal Dashboard - Per-User Customization
Each staff user customizes their own dashboard - arrange widgets, add personal panels, size the layout - on top of the role-configured default, without affecting anyone else's view.
Program-Director Dashboards
Operational dashboards surface aging claims, throughput, approval rates, payment velocity, and workload per analyst - configurable per role.
Standard Reports - Federal & State Compliance, Out of the Box
Twenty-five pre-built compliance report templates aligned to VOCA, OVC, VAWA, State Auditor, and State Legislative frameworks - pick template, set date range, generate, download.
VOCA Performance Measurement Report (PMT)
Dedicated output for the quarterly federal VOCA Performance Measurement Tool submission - every state grantee's required reporting, generated from live claim data.
VOCA Victim Compensation Certification (VCC)
Annual federal VOCA Certification report data - grant funds disbursed, state-funded payments, refunds, recovery personnel costs - generated from VCPMS records.
Restitution Recovery
Track and collect money owed by offenders after a claim is paid - restitution handled right alongside the original claim.
Restitution Tracking & Offender Payment
Track court-ordered restitution plans, record offender payments, split receipts between victim and fund, generate DA request letters - all with a timestamped audit trail.
SAFE/SANE (Sexual Assault Forensic Exam / Nurse Examiner)
Specialized workflow for sexual-assault forensic-exam claims - anonymous filing when the survivor needs it, facility direct-billing, fast-tracked review, and a dedicated path that keeps the survivor out of the standard intake pipeline.
SAFE / SANE Exam Claim Workflow
First-class workflow for Sexual Assault Forensic Examination claims - anonymous victims, facility direct-billing, evidence-kit tracking, and an optional bridge to full compensation.
SAFE/SANE Claim - Supporting Surface
The supporting screens, provider portals, and review queues that make the SAFE/SANE fast-track real - facility intake forms, anonymous-case handling, and staff review built for the exam workflow.
SAFE/SANE Claim Workflow
Sexual Assault Forensic Exam claims run as a specialized workflow - anonymous-if-needed, fast-tracked, direct-to-facility billing - so victims never see the bill for the exam.
Security
Who can see what, what gets logged, how long records are kept, and how VCPMS lines up with HIPAA, CJIS, and FedRAMP requirements.
Access-By-Invite (Token-Secured WorkItem Access)
Grant a specific user access to a specific claim (or letter, or any WorkItem) with an expiration and one-click revoke - no permission spaghetti, no orphan access.
Audit History Search and Inquiry
Admin-only search and filter of the platform-wide audit history - by user, claim, date range, or action type - to answer compliance, dispute-resolution, and oversight questions in seconds.
Field-Level Data History Log
Every edit to a victim, claimant, contact, or crime record captures the old value, the new value, who changed it, and when - a structured, queryable history independent of the main entity audit log.
Full Entity-Level Audit Log
Every creation, update, state change, and assignment across every WorkItem type produces a DomainEntityActivity record - timestamp, actor, field-level before/after values.
Funding-Source-Aware Record Retention
Claims paid from Federal funds and state funds follow different retention schedules - both configurable per state's record-retention rules. Retention respects the fund that paid, not a flat system-wide clock.
HIPAA-Aligned, BAA-Capable
VCPMS is architected to handle protected health information with appropriate controls. We sign Business Associate Agreements (BAAs) with state programs that need them.
Trigger / Action Log
Every automated workflow action the platform takes - notification sent, letter generated, assignment routed, state auto-advanced - recorded as a queryable audit record separate from human activity.
VCPAdvocate - Advocate User Portal
Purpose-built for victim advocates to assist claimants. Multi-case tracking, real-time claim status reports for court preparation, two-way communication with staff, and survey distribution capabilities.
Advocate-Initiated Victim Claims
Victim advocates can file compensation claims on behalf of victims - trauma-informed intake performed by a trained professional, claim routed to the program like any other filing.
VCPAdvocate - Financial Visibility for Advocates
Advocates see requested benefits, award amounts, and payment history on the claims they are assigned - enough context to answer victim questions without pulling program staff into every call.
VCPAdvocate User Groups
Organize advocates into named groups for shared caseload visibility, supervisor oversight, and group-aware claim assignment - mirroring how advocacy agencies actually structure their teams.
VCPAgency - Law Enforcement User Portal
Secure portal for law enforcement agencies and prosecutors to access claim-related information, submit documentation, track SAKI (Sexual Assault Kit) cases, and communicate through secure channels.
VCPAgency - Law Enforcement Portal
Dedicated portal for police departments, sheriff's offices, and prosecuting agencies to verify claim details, upload police reports, and respond to case-related inquiries - without ever touching claimant-sensitive back-office screens.
VCPBoard - Board Member User Portal
Read only portal for Board Members - Review upcoming and historical dockets, examine configured claim sections, and keep author-only private notes. Field-level redaction and pane visibility are tenant-configurable.
Board Member Portal (VCPBoard)
Read-only portal for determination-board members to review dockets, drill into configurable claim sections, and keep author-only private notes - with tenant-configurable field redaction.
VCPBoard Master Enable
A tenant-level switch that turns the entire Board Member Portal (VCPBoard) on or off - server-enforced, so a program that doesn't use a determination board never exposes the portal, its endpoints, or its surface area.
VCPOnline - Victim User Portal
The victim-facing portal - online application submission, document upload, real-time claim status tracking, secure messaging, and payment info. Guided step-by-step wizard with mobile-responsive design.
Mass Casualty Claim Intake
When an incident creates many victims at once, VCPMS consolidates registration, pre-establishes incident eligibility, and applies shared documentation across every victim claim.
Online Application Loads Directly Into the Back Office
When a victim submits their application on VCPOnline, it lands as a live claim in the back-office queue immediately - no scanning, no transcription, no batch-import wait. Staff start reviewing the moment the victim hits Submit.
Trauma-Informed Design
Language, pacing, imagery, and interaction patterns in every portal reviewed against re-traumatization risk - especially the victim-facing VCA portal.
VCPOnline Payments Tab for Claimants
Claimants see every payment made on their compensation claim directly from the victim portal - payment number, payee, amount, date, and source fund - with no phone call to the back office required.
VCPOnline Submissions History for Claimants
Claimants see a full history of every submission they've made on their claim - compensation requests, document uploads, update requests - with state, date, and status, directly inside the VCPOnline portal.
Victim-Submitted Compensation Requests
Victims file their own compensation requests from the victim portal - itemized expense bills, treatment plans, and income-loss claims - against an open claim, with per-request status tracking and no phone call required.
VCPProvider - Provider User Portal
Dedicated portal for service providers - medical, dental, counseling, funeral, and others. Bill submission, document upload, payment status tracking, remittance detail access, two-way communication with staff.
Provider Bills Load Directly Into the Back Office
When a service provider submits an expense bill or SAFE/SANE bill on VCPProvider, it lands as a live record in the back-office queue immediately - no fax, no PDF, no transcription. Staff start reviewing the moment the provider hits Submit.
SAFE Claims - Available on Provider Portal
A separately-flagged sub-capability of SAFE Claims that lets SAFE-designated facilities and SANE nurses self-submit forensic-exam claims through VCPProvider. Toggle independently so programs can run back-office-only during early rollout.
VCPProvider - Payments Visibility for Providers
Service providers see the Payments tab on their own claims in the VCPProvider portal - open balances, remitted amounts, and payment dates - without calling the back office.
Workflow
How VCPMS routes work - who gets assigned, what triggers a notification, what rules a claim must pass before the next step, and a full record of every automatic action.
Assignment - Routing Work to Staff
Route claims, bills, payments, and follow-up activities to the specific staff member responsible. Assignment drives personal queues, supervisor oversight, and accountability across every WorkItem type.
Configurable Workflow Engine
Per-tenant state machines, assignment rules, notification rules, document generation - all configured via WorkItemManagerConfig without code changes.
Configurable WorkItem Types
Every VCPMS workflow - claims, payments, documents, awards, treatment plans - runs on the same configurable WorkItem engine. Turn modules on, tune behavior per tenant, no fork, no rebuild.
Determination Docket Management
Run a compensation board meeting the way attorneys expect - structured docket, en-bloc voting with per-claim overrides, public vs redacted content streams, signed-PDF minutes the day you adjourn.
Dynamic Forms Engine
Programs build their own forms - intake addenda, surveys, attestations, questionnaires - and publish them to any portal without writing code or waiting on a release.
Eligibility Recommendation
When the recommendation workflow is turned on, reviewers get a full set of dedicated screens - their own queue, the full claim view, a place to record their rationale, and a history of every recommendation made.
Global Cross-Entity Search
One search bar that finds everything at once - claims, payments, documents, offenders, payees, providers, and more. Staff don't need to know where a record lives to find it.
Immutable Award Decision Snapshots
Every eligibility decision saves a full snapshot of what the reviewer saw at decision time - plus the vote tally. Years later, decisions remain defensible.
No Double Data Entry
Data entered once flows through every place it's needed - victim details flow into expenses and treatment plans, provider info reuses across bills, secondary victims inherit incident facts. Staff don't retype, victims don't re-explain.
Treatment Plan Workflow
Counseling and medical treatment plans move through a first-class workflow - submission by provider, clinical review, session tracking, renewals - not trapped in spreadsheets or email.
Victim Claim Recommendation Workflow
An optional pre-decision step where an advocate or analyst recommends approve/deny/modify before the claim reaches final authority - giving programs a documented second set of eyes.
Work Item Assignment
Assign any claim, payment, bill, or other work item to a specific staff user. Assignment drives the assignee's personal queue, shows up on the work item itself, and creates an auditable reassignment history.
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