IMPLEMENTATION
Implementation in Weeks, Not Years
Every VCA implementation starts with discovery, runs the same five phases, and lands in one of three license bands, each with a published range you can plan around.
VCA is built to go live in weeks, beside the policy system you already run. A multi-year core replacement is a different purchase.
VCA CLAIMSCORE: THE THREE LICENSE BANDS, TO SCALE
Standard LicenseLive in 3 to 4 weeks
Enterprise LicenseLive in 8 to 16 weeks
Carrier LicenseLive in 12 weeks to 6 months
- Standard LicenseVCA ClaimsCore as it ships, configured to your workflows.
- Enterprise LicenseCustomizable beyond the Standard License configuration.
- Carrier LicenseCustomizable, beside the policy and finance systems a carrier keeps.
Discovery comes first on every band, and which band you are in is scoped at quote.
BEFORE YOU COMMIT
The slow end is published on purpose
An operation replacing a system it has run for a decade needs the long end of the range as well as the short one, so the Carrier License band is published beside the other two.
Speed comes from focus. VCA concentrates on the essentials of claims and does not get pulled into everything else a suite has to build. The weeks go to configuring the claims layer around how your team already works, and the table below names what your side decides in each phase, so both teams can see what moves the date.
FIVE THINGS TO ASK FOR
Before you sign, ask every vendor you compare, VCA included, to put these in writing:
- Your band, and what would move you out of it
- The implementation fee, and what it includes
- What configuration changes cost after go-live
- Response times and service levels
- How your claims data comes back when an agreement ends
BETWEEN SIGNING AND GO-LIVE
Five Phases, Discovery First
Every deployment runs through the same five phases, whatever band it lands in. The third column is what we need from your side, phase by phase, so you can staff for it before the project starts.
| Phase | What Happens | What We Need From You |
|---|---|---|
| Discovery | We map how your claims actually move: intake sources, assignment rules, authority levels, reporting obligations, and the handoffs between teams and partners. Nothing gets configured until the work is understood. | The people who work the claims, in the room alongside IT. |
| Configuration | VCA ClaimsCore is set up around your process: statuses, templates, letters, workflows, and authority limits that match how a claim really gets handled. We configure what matches the work and skip the rest. | Decisions, made by one named owner who can say yes. |
| Data Migration | Open and historical claims move into ClaimsCore and are checked against the source before anyone relies on them. | Real data, early, with someone who knows where it came from. |
| Training | Scheduled after configuration and before go-live, so every handler learns the system already set up for your work, never on a live claim. | A session on every handler's calendar, protected from the claim queue. |
| Go-Live | Live claims run in ClaimsCore, and configuration keeps adjusting as your team settles in. | A firm switch-over date, set before configuration ends. |
DATA MIGRATION
Your Claims Data, in and Out
Open and closed claims come in during the migration, and none of it is relied on until it has been checked against the source.
The checking is deliberate: a migration that loads bad data quickly is still a bad migration, and the adjuster who finds the bad record is the one who stops trusting the system.
COMING IN
Open Claims
Move with the rest of the book and keep being worked in ClaimsCore from the switch-over date.
Claim History
Closed claims come across as history, so the record behind your open book sits in the same platform.
A Lloyd's DCA's Migration
Vanguard Claims moved 36,000 claim files onto VCA in four months.
GOING OUT
While You Run VCA
DataBridge, an add-on to ClaimsCore, delivers your claims data into your own data warehouse or BI tool on a schedule you set, as often as hourly.
TRAINING AND SUPPORT
Short Training, and Configuration That Keeps Up
Training is short because discovery and configuration come first.
TRAINING
About 30 minutes is what a file handler typically needs to learn the platform
The people who own your configuration put their time in earlier, in discovery and configuration, where the setup is decided.
AFTER GO-LIVE
Client services picks up when the project closes
Reach client services at clientservices@vcasoftware.com. Configuration keeps evolving as new programs, clients or lines arrive, on one rule: configure what matches the work, skip the rest, add later.
Questions About Implementation
How long does a VCA implementation take?
Weeks, not years. Every VCA implementation starts with discovery, which maps how your claims actually move before anything is configured. On a Standard License, configured to your workflows, VCA ClaimsCore goes live in 3 to 4 weeks. An Enterprise License deployment runs 8 to 16 weeks, and a Carrier License deployment 12 weeks to 6 months. Which band you are in is scoped at quote.
What does implementation cost?
Which band you are in is scoped while your quote is built. For a carrier, a claims layer beside the systems it keeps comes in at a fraction of the cost of a core replacement. Ask every vendor you compare, VCA included, for the implementation fee and what it includes in writing before you sign.
Does VCA replace our policy administration system or ERP?
No. VCA is built to go live in weeks, beside the policy system you already run. Your policy administration system keeps administering policies and your ERP keeps the books. VCA ClaimsCore runs the claims layer between them and posts clean, insurance-ready financials to your ERP or general ledger through the API. A multi-year core replacement is a different purchase.
Do we need our IT team to run the implementation?
Not to lead it. The people who work the claims shape the configuration, and IT joins where another system connects. Policy data comes onto the claim through PolicyConnect, an add-on to VCA ClaimsCore, which connects modern policy systems through REST APIs and webhooks and legacy systems through scheduled batch, flat-file or secure file transfer. Finance and partner systems connect through VCA's API framework.
Who from our side needs to be involved?
The people who work the claims, in discovery alongside IT; one named owner who can say yes to configuration decisions; someone who knows where your data came from, for migration; and every handler, for a short training session before go-live.
Can you migrate our existing claims, including the open ones?
Yes. Data migration is its own phase of every VCA implementation, and open and historical claims move into VCA ClaimsCore.
Can we get our claims data back out?
Yes, on a schedule, with DataBridge, an add-on to VCA ClaimsCore that delivers your claims data into your own data warehouse or BI tool, as often as hourly. How your data comes back at the end of an agreement is a contract term: ask every vendor you compare, VCA included, for its format, timeline and cost in writing before you sign.
How much training will our adjusters need?
Typically about 30 minutes for a file handler. Training is its own phase of the implementation, scheduled after discovery and configuration and before go-live, so your team learns VCA already set up for its work.
Who do we contact after go-live?
Client services, at clientservices@vcasoftware.com, once your claims are live. Ask every vendor you compare, VCA included, for response times and service levels in writing before you sign.
Bring us a claim where the promise was hard to keep
Tell us what you're replacing and how much claim history has to move. We'll walk through which band fits and why, using a claim like yours worked in the product as it runs today, and you can set our answer beside your current system's.
Request a Demo