Our mission is to provide an affordable software solution that helps non-profit organizations better understand their community needs through the process of collecting, tracking, and measuring client activities and using the results to collaborate with other agencies to help better serve their clients within their community.
Virtual Case Manager (VCM) is an integrated web-based software that operates in the cloud environment. The VCM Service Directory is designed to connect social service providers with community members who need them. The directory allows people to find agencies in their local area who provide services. The directory is also used by agencies as a simple referral system for people who need services outside their agency.
Trusted by the best agencies
Powerful Features
Everything your non-profit needs to succeed
Comprehensive Reporting
Use the VCM to track your agency’s performance metrics, measure the effectiveness of its programs, and identify areas for improvement. By consolidating data from various sources, comprehensive reporting facilitates informed decision-making, enhances transparency, and supports strategic planning. Additionally, it helps in demonstrating accountability to stakeholders, securing funding, and fostering a culture of continuous improvement within the organization.
The complete tracking toolkit designed for non-profits
High Speed
Support
Best Value
High Speed
Support
Best Value
High Speed
Support
Best Value
Community
Use Anytime
Family Overview
Community
Use Anytime
Family Overview
Community
Use Anytime
Family Overview
Reports
Referrals
ID Cards
Reports
Referrals
ID Cards
Reports
Referrals
ID Cards
Performance
Graphic Reports
E-Signatures
Performance
Graphic Reports
E-Signatures
Performance
Graphic Reports
E-Signatures
Secure
Quick Provide
Client Profiles
Secure
Quick Provide
Client Profiles
Secure
Quick Provide
Client Profiles
Client Demographic & Service Tracking
Get an overview of the services utilized by clients of your agency and other agencies you collaborate with. VCM’s tracking enables organizations to monitor service delivery, identify areas for improvement, and ensure that clients receive timely and appropriate support.
Use the VCM to identify trends and patterns in service usage, enabling your organization to tailor its programs to better meet the specific needs of different demographic groups. This supports equitable resource distribution, ensuring that all community members have access to necessary services.
Key Benefits
Benefits of VCM
Our comprehensive suite of services caters to a diverse clientele, ranging from non-profit food pantries to public service case workers.
Connect with other agencies through the VCM Directory
Funding Made Easy.
VCM reporting empowers agencies to understand the service needs in their communities and to measure the volume of services provided or referred.
Agencies can use VCM to measure any changes in volume to request funding and support as well as modify their operations to meet changing needs.
Use VCM to organize the data you have to secure the funding you need.
Collaboration
It was great seeing you again today, let me know if you need any other services!
Does your agency provide counseling?
No, but I can see in the VCM Directory that Agency X does, do you want me to submit a referral?
Yes, please 😍 It’s so awesome you’re able to connect with other local agencies like that!
I know right, simply unbelievable
Tracking & Measuring
VCM allows agencies to provide thorough evaluations of needs, outcomes, and fluctuations in their service requests. Historical data can provide detail comparison of needs based on volume, age, family model, employment history, as well as client density maps showing where and what the needs are in a community.
Average+ $247
33%
New Clients Served
42
Returning Clients
1776
Total:
1,818
Average+ $247
33%
New Clients Served
42
Returning Clients
1776
Total:
1,818
FAQs
Frequently asked questions
Some of the most common questions. Can’t find the right answer? Click here to contact us
The Virtual Case Manager has a mobile version that can be used on a smartphone or tablet.
Can an agency customize reports?
Reports are customizable in general format. This includes date range filters, fields that are visible in the report, sorting and grouping features, downloads to spreadsheets for additional customization and formatting data, basic charting.
How can using the Virtual Case Manager help our organization to be accountable to our clients, community, and funders?
The Virtual Case Manager can help establish accountability by recording who, what, when, and where to distribute resources. The reporting will establish your impact.
VCM tracks clients, their demographics, services received, and where the needs are in the community. With the VCM you can gather reliable data from the end users receiving those services. The Virtual Case Manager focuses on data integrity as its main priority to ensure accurate and consistent reporting for a single agency or for large groups of agencies collaborating.
There are over thirty built in reports with many filters, program, and service combinations, and grouping combinations for viewing the data. Reporting is available for an individual agency or group reporting allows for a network of agencies to see their total impact together.
Is there a way that a client can be referred to other agencies?
Clients may be referred to agencies inside and outside of the Virtual Case Manager network. Lists of local agencies are available by clicking the “Actions” tab above the Client Details section. Refer clients to local support by using the free https://connectyou.org/ site.
Can we create customized client forms to be used to record specific data that our agency needs?
Design forms that store data that your agency needs for any client. These forms give you a variety of fields to choose from and allow you to customize each form to meet your needs. There is a Custom Forms Search report.
Who has control of setting up the agency’s VCM site?
The VCM agency site is customizable for their needs. Each agency can create their own services, programs, staff roles, staff (different staff can have specific permissions according to their role in the agency), custom client profile fields. An agency can create specific forms that can be used to record data for clients.
How can the Virtual Case Manager manage larger groups of clients efficiently?
Quick Provide Services: A quicker way to process lots of clients and services. A group of services are printed out on a bar code scan sheet. A bar code scanner can find a client. Then services are recorded for a client using a Quick Scan Service sheet.
Can “custom documents” needed by staff be available on an agency site?
If there are documents that are needed by staff, the Admin can upload documents for the staff to use. A list of Training Documents will be listed as links on the Message page. Click on a link and the document will be available for reference or for printing.
We would like to enroll a group of clients in a class. Is this possible in the VCM?
Agency programs will allow you to enroll a group of clients into a class, special service group. The client can be enrolled into a customized Agency Program with beginning and ending dates, group and individual notes, goals, and outcomes.
Can we add additional “profile fields” to the client’s details?
Each agency can control what data fields show when viewing clients. You may also create extra profile fields that your agency needs to track that are not included in the basic profile field set.
Engage, connect, and stay updated through VCM’s YouTube Channel
Testimonials
Hear what people are saying about us
“We see over 400 families per month. The VCM helps us consistently keep track of data, helps us when applying for grants and most recently we have launched a texting initiative to our families to give them updates and we are able to access the VCM phone list.”
Lindsay
Baxter Community Center
“Virtual Case Manager has been a crucial support to Northwest Food Pantry as we benefit from the aspect of keeping accurate client record and being able to access/create reports that are relative to our Pantry needs. But the most valuable feature in my opinion is the excellent customer support Virtual Case Manager extends. I actually speak to people who know the program and efficiently help answer my questions. Honestly there is no other better customer support in my opinion. My questions are answered immediately and I am on my way to being able to effectively manage the needs of the Pantry.”
Renee
Northwest Food Pantry
“We love the reporting function on the VCM. The statistics are so helpful in monitoring the numbers of people served.”
Nancy
The Green Apple Food Pantry
“VCM has completed changed and driven the way our team does case management. Frontline staff have found that the system reduces time, paperwork, and duplication, while simultaneously streamlining their case management processes, and administrators have found that the type of data that can be pulled from the system is invaluable. The RRC site will be used to track service delivery for the new Rapid Resource Center (RRC) that we’re opening inside of the lobby of the Franklin County Jail. It will be a one-stop shop for individual’s being released from jail to get linked to immediate mental health and treatment services, and is a project we have been working on with a variety of community partners to combat the increasing rates of overdose deaths for justice involved individuals in Franklin County. The data that we imagine being able to pull from VCM around this project will be so valuable to our County Commissioners, Elected City Officials, and Federal grant funders.”
Courtney
Franklin County Office of Justice & Policy
“Virtual Case Manager makes compliance with TEFAP regulations easy. The report features are simple to use and provide instant access to data to help inform operations, provide reports to funders and regulatory bodies, and for compelling data to illustrate the impact of services.”
Mary
Catholic Social Services
“The VCM is user friendly. We work with other case management systems as well but we like that the VCM can be modeled to meet our needs.”
Berniz
Inner City Christian Federation
“When our program was first launched, I began a several month exploration to identify a safe, cost-effective, and user-friendly database for our residential program. I found VCM personnel to be very knowledgeable, friendly, responsive to questions, and extremely adaptive to our program needs. This helped to finalize the decision and we’ve not regretted our choice.
My team uses VCM mostly for documenting service provision and so far we’ve had a good experience with the platform. Helping to lead a program where we value excellence and continuous improvement, I really appreciate the customer support that we receive. I also appreciate being contacted to discuss ways that VCM can continue to respond to our needs.”
BJ
South Carolina Agency
“We have been using the VCM for over a year. As a new user, I had to self-instruct. The guides within the VCM are thorough and I can confidently use the VCM using the guides. Not knowing anything about the program, the VCM showed me how user-friendly it is and self explanatory. Whenever I ran into a problem, the Customer Service Department is top notch. Bill spends a lot of time explaining things and follows up with an email that can be shared with other people within the organization. Also, the program is set up that you can make it the way you want it to be. You can delete any elements that do not pertain to your organization.”
Zalia
Martin Luther King Sr. Community Resource Collaborative
“VCM is a wonderfully user-friendly tool that has allowed our agency to gather data on our work to support our clients. The cost is reasonable and the service is exceptional.”
John
Valley Interfaith Community Resource Center
“We are a small agency and this program is cost effective. It fits into our budget.”
Angela
Deaf Smith County Crisis Center
Take your non-profit to the next level
Supercharge your operations with a modern tracking tool fine-tuned for performance and growth.
