VOCA Reporting Using Casebook: How to use Casebook to report on VOCA requirements

There are several processes that you will need to adopt to report on VOCA requirements using Casebook.

How Casebook defines VOCA Terminology and where its tracked:

Victimization Type

Casebook will be using the Involvement Type field, located on the Case Record, to track a client's Victimization Type. You have the ability to document as many victimization types as needed through the Case Involvement field, along with all date information. Please be sure to add end dates to the client's involvement as applicable.

  • Use Case Involvements on the Case Record to document Victimization Type
    • As you add a person to a case, select the Victimization Type from the Involvement Type drop-down menu. The Role should be logged as VOCA Client. Finally, set the Effective Date to show the start date of this victimizationScreen Shot 2022-09-19 at 12.45.02 PM
    • You will then be able to see this information in the People section on the case. Be sure to come back and log the end date for the victimization (involvement) once that is known.Screen Shot 2022-09-19 at 12.47.37 PM
    • To add another Victimization Type for this client, select the three ellipses icon towards the right-hand side, then select + Add New Concurrent Involvement.Screen Shot 2022-09-19 at 12.48.08 PM

Demographic Information and Special Classifications

VOCA requires organizations to report on client demographic information, which includes race, sex, and age. You have the ability to document these demographics (and much more!) on the Person Profile. You will also need to document the client's self-reported Special Classification information, such as LQBTQ+ or homeless, on the Person Profile. 

  • Log demographic information, such as race and sex, on the Person Profile
  • Log the Special Classifications for the client on the Person Profile using the dynamic fields. Be sure to answer all questions. This section will be located at the bottom of the Person Profile. 

VOCA Services

VOCA requires organizations to document service delivery information related to the funding they provide. Providers were built in cb Track to document Direct Services categories. Services within the Provider were built to document Direct Services sub-categories. You will need to enroll each client in VOCA-related services through the Service Plan on a Case Record. 

  • When enrolling a client into a VOCA Direct Service, search for the Direct Service sub-category in the Service and Provider field. This will auto-populate the Service Type. Please do not adjust the Service Type field. Finally, you will need to enter the Planned Start Date. This Planned Start Date field will be used to calculate the Fiscal Year Quarter. If a service does not have a start date, it will not be included in the VOCA report. Screen Shot 2022-09-19 at 1.08.39 PM
  • When your client has finished that service, you will need to end the service by selecting the three ellipses icon towards the right-hand side of the service, and then selecting End Service. A modal will appear where you can select the Service End Date. This field will be used to calculate the Fiscal Year Quarter. Screen Shot 2022-09-19 at 1.24.57 PM