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Clinical & Translational Science Institute / Services and Support / OnCore

OnCore

OnCore is a clinical trial management system that offers a central place for all researchers to manage their protocols, track research participant visits, and manage clinical trial finances, both pre- and post-award. To learn whether your study must be managed in OnCore, read the full policy on the Utilization of Clinical Trial Management System OnCore for Clinical Research at URMC.

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Features

Protocol Coordinators 

  • Enter protocol information for clinical trials and health research studies into OnCore's PC Console
  • This role is typically held by regulatory coordinators 

Research Coordinators

  • Enter protocol information for clinical trials and health research studies into OnCore's PC Console
  • Enter subject information into OnCore's CRA and Subject Console to document study participant enrollment, update participant status, and track study visits using the subject calendar. 
  • This role is typically held by clinical research coordinators or study coordinators

Financial Coordinators

  • Enter protocol information for clinical trials and health research studies into OnCore's PC Console
  • Document coverage analysis, create budgets, invoice, and reconcile payments
  • This role is typically held by financial managers or department administrators

Research Managers (Combined Research & Financial Coordinator) 

  • Enter protocol information for clinical trials and health research studies into OnCore's PC Console
  • Enter subject information into OnCore's CRA and Subject Console to document study participant enrollment, update participant status, and track study visits using the subject calendar. 
  • Document coverage analysis, create budgets, invoice, and reconcile payments
  • This role is typically held by senior health project coordinators
Notifications

OnCore users receive email alerts triggered by certain OnCore events, such as a protocol receiving IRB approval. Most notifications are automatically sent by OnCore when an event occurs, but a smaller number of notifications are sent manually when a notification link is clicked.

Task Lists

Task Management is designed to track protocol-related responsibilities, such as signoffs on draft contracts. Task lists are the active to-do lists used by study teams. Staff can:

  • See what tasks are assigned to themselves and others
  • Update task information, such as adding communications about the task or attachments related to the task
  • Add more tasks assigned to themselves (or to others, depending on permissions). For example, a staff member might want to break down a larger task into smaller steps and track progress made on each of the sub-steps.
  • Add completed dates when they finish their tasks.

Get Started

To learn whether your study must be managed in OnCore, read the full policy on the Utilization of Clinical Trial Management System, OnCore for Clinical Research at URMC.

To get started in OnCore, research team members can request/change access. Once your request is approved, our team will send you information regarding the initial OnCore training that is required to gain access. Users may also terminate access that is no longer needed for any of the access roles listed above.

 

Get Training

Initial required OnCore training will be sent to you when you request OnCore access. Our training is intended to prepare you for your day-to-day responsibilities using OnCore effectively in your department.

OCR offers refresher one-on-one sessions to help OnCore users troubleshoot issues. Many videos and training guides are also available on the URMC Intranet.

Contact

Need help troubleshooting a specific issue in OnCore? Request one-on-one support via Zoom by emailing Clinical_Research@URMC.Rochester.edu with a description of your issue. Our team will get back to you and set up a time to call or web conference. Make sure you have pertinent study documents and information on hand for your call.

FAQs

What should I do if I can’t find staff, treatment details, sponsor details, IRB details, or any subject-related details in OnCore?
If you encounter these issues, please submit a ticket in the OnCore User Ticket System.

Why do I need to link subject visits to a timeline in eRecord?
To get the full benefit of OnCore once study calendars are pushed to eRecord, research teams will need to continue to add subjects to a study timeline in eRecord and link subject visits or encounters to research. Using the timeline along with OnCore for visit tracking will ease invoicing and research billing review.