NCAtrak Support

The Victim Advocate (VA) tab provides designated team members with the ability to add, edit, 

delete, and view victim advocacy/family advocacy services provided to a child and/or non- offending 

caregiver for a particular CAC case. The information is separated into the following sections: 

“Referral,” “Victim Advocacy Services,” “Victim Advocacy Services Log,” “Crime Compensation 

Application,” “Outside Referrals” and “Additional Points of Contact.”

The Save and Cancel buttons for the tab are located in the header above the active page. You

must select “Save” to save information entered into each section to the case record.

NOTE: Users with “View” privileges can view the information on the page, however, text boxes and 

pick list options are disabled.

Referral

The “Referral” section is used to record the agency and personnel who requested VA services and the 

date the request was made.

STEP 1: Enter Date

Start by entering the date the referral is made in the “Date” field by either using the calendar to

select a date or typing in the date in MM/DD/YYYY format.

STEP 2: Enter the Referring Agency

Figure 1. Referral Date Field

Enter the agency referring the client for VA services. Select the agency that made the referral

from the “Referral Source” drop down list.

Figure 2. Referral Source Field

To add a new Agency, click on the “Add” button next to the Referral Source field.

Figure 3. Referral Source “Add” Button

A “New Agency” dialog box will appear with a list of existing agencies at the top.

Check to make sure the agency you want to add is not in the list. If it is on the list, select it 

there and return to the Referral section.

If it is not on the list, enter the agency name, address and phone number in the open fields.

Click “Save” to add the new agency or “Cancel” to forego adding a new agency.

Figure 4. “New Agency” Details

STEP 3: Enter the Individual Making the Referral

Next, select the individual who made the referral from the “Person” drop down list.

Figure 5. Person Making the Referral

To add a new Person, click on the “Add” button next to the Person field.

Figure 6. Add New Person

A “New Personnel” dialog box will appear with a list of existing individuals associated with the 

agency. Check to make sure the person you want to add is not in the list. If they are on the list, 

click cancel to return the Incoming Referral section and select them from the Person drop down box. 

If the individual does not appear in the list, enter the individual’s name, credentials, job title, 

email address and phone number, if known. First and last names are required. Click “Save” to add 

the new person or “Cancel” to forego adding a new person.

Figure 7. Adding New Person Data Fields

Victim Advocacy Services

The Victim Advocacy Services section provides a record of general information related to 

Victim/Family Advocacy Services.

STEP1: Enter the VA Case Number

The “VA Case #” is an optional field for CACs to use to track a case by another case number in 

addition to the CAC case number auto-generated in NCAtrak.

Figure 8. VA Case Number

STEP 2: Enter the Provider Agency

Enter the agency and person providing and/or or overseeing the VA services provision. This may be 

your CAC and CAC staff.

Figure 9. VA Agency

NOTE: To add a new Agency, click on the “Add” button next to the Referral Source field.

Figure 10. VA Agency “Add” Button

A “New Agency” dialog box will appear with a list of existing agencies at the top. Check to make 

sure the agency you want to add is not in the list. If it is on the list, select it there and 

return to the VA section. If it is not on the list, enter the agency name, address and phone number 

in the open fields. Click “Save” to add the new agency or “Cancel” to forego adding a new agency.

Figure 11. New Agency Details

STEP 3: Enter the Individual Providing VA Services

Select the “Person” providing the VA Services from the Person pick list.

Figure 12. “Person” Providing the VA Services

To add a new Person, click on the “Add” button next to the Person field.

Figure 13. “Person” Providing the VA Services “Add” Button

A “New Personnel” dialog box will appear with a list of existing individuals associated with the 

agency. Check to make sure the person you want to add is not in the list. If they are on the list, 

click cancel to return to the VA section and select them from the Person dropdown box. If the 

individual does not appear in the list, enter the individual’s name, credentials, job title, email 

address and phone number, if known. First and last names are required. Click “Save” to add the new 

person or “Cancel” to forego adding a new person.

Figure 14. New Agency Detail Fields

STEP 4: Enter the Date Services were First Offered to the Child/Family

Enter the date services were first offered to the child/family and check the “Did the child/family 

accept services” checkbox if the child/family accepted services.

Figure 15. Date Services First Offered and “Did the child/family accept services” checkbox

STEP 5: Custom Fields

Enter information into any custom fields your CAC has added to the VA Services section.

Figure 16. Custom fields

There are up to 7 custom fields available for use by each CAC. When not in use, they are hidden.

STEP 6: Indicate if Case is Ready for MDT Review

Check this box to indicate that the VA process has proceeded to the point that the case is ready 

for a team review.

Figure 17. Ready for MDT Review Checkbox

Victim Advocacy Services Log

The VA Services log is used to schedule and record each VA appointment/services session. This may 

include attempted sessions as well as completed sessions.

STEP 1: Schedule a VA Session

To add a VA session, click on the “Add New Session Log” button under the Victim Advocacy

Services Log.

Figure 18. “Add New Session Log”

A dialog box will come up where you can enter more information about the VA session.

STEP 2: Enter Session Date, Time and Status

To schedule a future session, enter the date in the “Date” field, as well as, anticipated start and 

end times in the “Start” and “End” fields. You can use the calendar to select the date or enter the 

date in MM/DD/YYYY format. Select “Scheduled” from the “Status” dropdown list.

Figure 19. VA Session Details

STEP 3: Enter Provider and Attendees

Select the appropriate “Victim/Family Advocate Provider Agency” and “Victim/Family Advocate 

Provider Personnel” who will conduct the session from the dropdown menus.

Tick on the names in the “Attendee” section to identify who will attend/did attend the session.

Figure 20. VA Provider and Attendees

NOTE: The system will display only the people who are associated with this case who are not the 

Alleged Offender. If a person attends a session and it is later discovered that they are an 

offender, once their role on the case is changed, they will no longer display as a possible 

attendee for future sessions but they will still display as an attendee on historical sessions for 

this case.

STEP 4: Enter Services and Comments

In the “Services Provided” section, tick on the checkboxes for all applicable services for the 

session. This list is customizable for your center and can be modified by your CAC’s Security 

Officers.

Figure 21. VA Services

Use the “Comments” field to record additional information about a session or service provided. Use 

the plus (+) or minus (-) sign buttons to increase or decrease the space for this field.

Once all information is added, click “Update” to save the VA session record. Click “Cancel” to

forego adding a new record.

Figure 22. VA Services Comments

STEP 5: Review and Edit VA Sessions

Once a scheduled session has been attended or the scheduled session date has passed, select the 

“Edit” button to update the session record. Attended sessions (or any session on the list) can be 

updated at any time by selecting the Edit button.

Once changes are made, select “Update” to save your changes and return to the VA Services Log.

To delete a session record, click on the “Delete” button. A pop up box will ask, “Are you sure you 

want to delete this record?”. Select “OK” to delete or “Cancel” to forego deleting the record.

Figure 23. “Edit” and “Delete”

Crime Compensation Application

The crime compensation application section provides a place to record information about the process 

of applying for and receiving crime compensation funding for a victim.

STEP 1: Enter Information Related to a Claim

When applicable, enter information related to filing a crime compensation application into the 

fields provided. This will allow you to track the application process.

Fields related to an initial claim include the “State Claim Representative” dropdown list, “Have 

Birth Certificate” and “Have Police Report” check boxes, and a “Claim Number” open text field.

Once an application is mailed, enter the date in the “Date Application Mailed” field and select 

“Submitted” in the “Status” field.

Figure 24. Information Related to a Claim

STEP 2: Update Status of Claim

Use the “Status” field to track the status of the application.

If the claim is denied, enter a note on the reason in the “Reason Claim Denied” text field.

Figure 25. Claim Status

Add a New Screening

Step 1: Select "Add New Screening

On the Assessment subtab, click on the “Add New Assessment” button to begin to enter details about your mental health assessment for the client.

Figure 26. Add New Screening button

STEP 2: Enter Screening Details

An Edit dialog box will come up with different fields for you to fill out regarding your screening.

Click on the “Screening Instrument” dropdown list to select which one was used with the client.

Once an Assessment Instrument is selected from the “Assessment Instrument” dropdown list, the Assessment’s 

scoring measures will auto populate in the “Scores of this Assessment’s Measures” section.

Enter the scores from the client’s assessment in the available fields to record your scores for this assessment. 

You can add any notes related to the assessment to the “Comments” text box.

Figure 27.  Screening Instrument list

Enter the date of the session in the “Session Date” field and the date the Session was done in the “Session Date” field. These fields show today’s date by default if none has been set yet.

Select the appropriate “Provider Agency” and “Provider Personnel” who conducted the screening from the drop down menus.

Figure 27.  Screening fields

Once you have completed entering all details for the screening, click on the “Update” button to save the record and return to the list of Assessments, or “Cancel” to forego adding a new Screening.

Repeat the process to add other screenings if necessary. These screenings may be administered with different Screening Instruments or records of the same Screening Instrument may be entered to show a client’s progress during treatment.

Add a New Screening Instrument

STEP 1: Select “Add New” Screening Instrument in the Screening Subtab.

Screening Instruments can be added to this list to be made available for your CAC whenever entering a new Screening record.

On the Screening subtab, click on the “Add New Screening” button. An Edit dialog box will appear with a menu of options to include in the details about the Screening.

Click on the “Add” link next to the Screening Instruments field.

Figure 28. “Add” an Screening Instrument

The “Edit Assessment Instrument” box will appear. It will include the current list of Assessment Instruments.

STEP 2: Select “Add New Instrument”

Click on the “Add New Instrument” button at the top of the Edit Assessment Instrument box. Open fields will appear to allow you to enter a new Assessment Instrument and its associated assessment measures.

Figure 29. Add New Instrument button

Type in the name of the new Screening Instrument that you want to add in the field under the Screening Instrument column.

Figure 30. Screening Instrument name text box

Click on the arrowhead pointing to the right just beside the “Update” and “Cancel” buttons. This will expand the menu so you can enter the measures associated with the new Screening Instrument that you want to add.

Figure 31. Arrow button to expand menu

Click on “Add New Measure” button to enter the measures for the new Screening Instrument. In the “Measure” field, type the name of the Measure and provide a description of the Measure in the “Description” field.

Select “Update” to save the measure.

Figure 32. Measure and Description text boxes

Repeat this process to add more Screening Measures to the Screening Instrument. Once all of the Measures are entered select the “Update” button next to the Screening Instrument at the top.

NOTE: Every Assessment needs to have at least one measure. If you do not enter a Measure, the system will not allow you to save the Assessment Instrument to the list.

STEP 3: Review and Edit Assessment Instruments and Measures

To review and make changes to any Assessment Instrument and associated Measures, click on the “Edit” button to the left of the Assessment Instrument in the list.

Figure 33. Edit button

Once changes are made, click on the “Update” button to save your changes and return to the list of Screening Instruments, or click “Cancel” to forego any edits.

Outside Referrals

The outside referrals table is used to record referrals made for services or support that is 

outside of the scope of services established for all alleged victims.

STEP 1: Add an Outside Referral

Click on the “Add New Referral” button to add an outside referral.

Figure 33. “Add New Referral”

Enter the date of the referral in the “Date” field either by using the calendar to choose the date 

or entering the date in MM/DD/YYYY format. Select the agency the referral was made to in the 

“Referred To” drop down list and enter any comments, if applicable, in the “Comment” box.

Figure 34. New Referral Details

Click “Update” to add the referral or “Cancel” to forego adding the referral.

STEP 2: Edit or Delete an Outside Referral

To make changes to a referral record, select the “Edit” button next to the record in the table.

Once changes are made, select “Update” to save your changes and return to the list.

To delete a record, select the “Delete” button. A pop up box will ask, “Are you sure you want to 

delete this record?” Select “OK” to delete or “Cancel” to forego deleting the record.

Figure 35. “Edit” and “Delete”

Additional Points of Contact

The Additional Points of Contact is a table that provides a place to note information about people 

that are significant to the investigation.

STEP 1: Add a New Point of Contact

Click on the “Add a New Point of Contact” button to add a new point of contact.

Figure 36. “Add a New Point of Contact”

A dialog box will come up where you can enter the details for the additional contact. Enter

information into the “Agency”, “Name”, “Phone” and “Email” fields.

Click “Update” to add the contact or “Cancel” to forego adding the contact.

Figure 37. New Point of Contact Details

NOTE: All of the fields in the table are text fields and all are optional. To enter the phone 

number you can enter 7 or 10 consecutive numbers and the system will format the number like this: 

(xxx) xxx-xxxx. To add an extension, enter an “x” immediately after the last number and then up to 

a 4 digit extension.

STEP 2: Edit or Delete a Point of Contact

To make changes to a point of contact record, click on the “Edit” button next to the record in

the table.

Once changes are made, select “Update” to save your changes and return to the list.

To delete a record, select the “Delete” button. A pop up box will ask, “Are you sure you want to 

delete this record?” Select “OK” to delete or “Cancel” to forego deleting the record.

Figure 38. “Edit” and “Delete”

To upload documents related to the information entered on the Presenting Tab, scroll down to

the “Document Upload” table and click on the “Select files” button.

Refer to the “Document Upload” help file for details on uploading and managing documents.

NOTE: NCA does not recommend the storage of evidentiary documents as part of this case record. Any 

copies of evidentiary materials should be retained by the appropriate law

enforcement and prosecution partners.