Private investigators use case management software and online services to help manage various aspects of their business more efficiently. Today’s solutions offer helpful features such as:
- Evidence collection – Document, image and audio file storage with direct file scanning into the system
- Communications history – store emails and letters in one central location
- Financial management, including billing and accounting
- Investigative reports
The purpose of this article is to provide an overview of one such solution, Virtual Case Management®.
About the Company
Virtual Case Management® is a privately owned North American corporation that specializes in providing software and business development solutions. Their solutions are designed by analysts, investigators and legal case managers with extensive knowledge or case structures. Their products and services are designed from the ground up with top-notch security in mind. They also develop solutions for process servers, the legal industry, law enforcement analysts, information technology experts as well as customized solutions for other industries.
Virtual Case Management (VCM)
Virtual Case Management (VCM) software uses proprietary technology to automate and organize business functions. The software allows private investigators to manage multiple aspects of their investigation business in one central location, via an easy-to-use online interface. The VCM system helps P.I.’s manage their investigation cases, contact information, case documents, communications and accounting data.
Primary System Features
Following are some of the key features of the Virtual Case Management System:
Top Notch Security – The system uses cutting edge FBI-certified biometric access, which means you can access the system using just your fingerprint. This helps keep the system secure against hackers. The biometric access is NIST and FIPS 201 certified. In addition, the hosting solutions surpass DOD and NSA standards. The company maintain the servers at a 99.9% reliable uptime and has backup Generators and backup Internet support
Communication Tracking – VCM tracks and stores case-related emails and attachements in one central location to ensure everything is available for easy retrieval and review.
Direct Document Scanning – This feature locates a scanner attached to your computer and allows users to scan documents directly into the VCM attachments section. The feature works with WIA, TWAIN and ISIS image scanning devices.
Investigative Reports – VCM offers more than 20 investigative reports that are specific to the private investigation industry. Additional custom reports can be developed.
Administrators can assign fees to Template Reports for services you are providing and a bill will be automatically generated.
Upload Images – Images, photos and audio clips can be uploaded into the VCM from a mobile phone or tablet. accesses the mobile devices’ camera and microphone for direct uploads. This feature can be used in real time to upload photos as you take them.
Appointments and Reminders – Users have the ability to set appointments or reminders specifically for themselves or other users, or send group reminders. The appointments can be integrated into Outlook and Google calendars, as well as mobile devices. also integrate your appointments set in VCM to 3rd party calendars like Outlook, Google, and/or mobile devices.
Account & Billing Functions – The system is setup to connect reports to the Automatic Billing System. So, once you create a report, VCM charges in the backend for that specific service via an hourly or flat rate. This allows administrators to charge different fees, add discounts, etc. This integrated approach helps save you time and money, as the billing function doesn’t have to be handled as a separate process. Following are some other features of the accounting system:
- Track billing, expenses and retainer fees
- Generate multiple invoices
- Charge multiple sales tax rates
- Integration with Quickbooks
Other Notable Features
- Customized look and feel – Users of the system get a customized URL, and the system can be branded with a company logo and themes can be applied.
- Easy Administration – Administrators can assign multiple cases to staff, clients and vendors, as well as rate user performance and track their case history. In addition, there are helpful reminder features built into the case structure and wizards are available to walk you through various tasks.
- Integrated Search allows you to find cases by case number, client name or reference number, dates and more.
- Multi-Language Support – VCM offers offer multi language support for English, Spanish and French
- Browser Compatibility – VCM works with the most popular web browsers, including: Internet Explorer, Google Chrome, Firefox and Safari browsers
The service has a variety of plans based on the size of your company (e.g. small business, medium sized business, large business or corporation). Prices for various plans range from $24.99 to $299.99 per month with other features available at an additional cost.
When considering which option is right for you, consider how much storage space you will need, who and how many users will be accessing the solution, whether you will need customized reports, etc.
The prices listed above were current at the time we wrote this review. Please visit the website listed below for current pricing.
Overall, we recommend VCM as a quality case management solution for private investigation business.
For more detailed information, please visit the website at https://www.virtualcasemanagement.com/. The company’s direct contact information is as follows:
9 Southwest 13th Street
Fort Lauderdale, Florida 33315
Phone: (800) 329-9691
Have you used this solution? Leave us a comment below and let us know what you think.