General

Do I have to use OnCore?Please find a decision tree for OnCore Use Requirements here, or contact Oncore@uabmc.edu with questions.

Where does my information in OnCore go?

Information from OnCore is provided to multiple systems and teams at the institution. OnCore information facilitates study start-up processes, enables patient safety functionality in the UAB electronic health record, and aids in compliant research billing practices. In addition, OnCore provides research study teams and the institution insight to make decisions on managing resources. For more information, view adiagram of OnCore’s downstream communication, or see more details about OnCore utilization. (Use your uab.edu email/blazerid to access these materials.)

Why do I have to use OnCore?

Timely and accurate management of your studies and study participants in OnCore is important as this data is used by your research team as well as other areas at UAB. This information is used to facilitate workflows, aid in compliant billing practices, ensure appropriate sponsor invoicing and financial management, and to provide institutional leadership with a picture of the overall health of your research studies (accruals, financials, billing compliance, etc.). Not managing your study appropriately in the system may result in inefficient workflows and erroneous billing. This can have negative impacts on your study participants (as they may receive medical bills in error) and your research team.

Access

How do I get access to OnCore?  See the New to OnCore page for instructions or see the How to Gain Access to OnCore guide.

I got locked out of OnCore.  What do I do?  Contact Oncore@uabmc.edu for help logging in and password resets.

It’s been a while since I’ve used OnCore.  How can I get refresher training? Contact OncoreTraining@uabmc.edu

OnCore Protocol Management

How do I get my study in OnCore?  Complete the CBR-OCS-CCTS Submission form to request a new study be entered into OnCore.  See the New to OnCore page for more details.  Other questions? Contact OncoreCalendars@uabmc.edu.

How do I change my study status in OnCore? See the How to Update the Protocol Status document in the Protocol Management How To Guides.

My study is closed.  What do I need to do in OnCore to close it out?  See the How to Close a Study in OnCore document in the Protocol Management How To Guides.

We received a new consent form approved by the IRB.  How do I add this to OnCore? See the How to Add an IRB Review and Consent Form document in the Protocol Management How To Guides.

Our study team has changed.  How do I update the staff in OnCore?Go to the PC Console > Main > Staff tab to update your team for a protocol.  Enter a Stop Date (do not Delete) for any staff no longer assigned to the protocol.  Add staff by searching by their name and assigning their role.  See the How To Update Study Team Staff on a Protocol document in the Protocol Management How To Guides.

OnCore Subject Management

How do I update my subject’s status? See the How to Enter Subject Eligibility and Statuses document in the Subject Management How To Guides.

I added the wrong patient to my protocol.  How do I remove them? Contact Oncore@uabmc.edu.  The OnCore Administrators are happy to correct this for you.

I accidentally submitted a visit as Occurred when it should have been missed (or vice versa).  How can I fix this? After submitting, the visit locks.  Contact Oncore@uabmc.edu.  The OnCore Administrators are happy to correct this for you.

I don’t see the consent form to add to my subject.  What do I do? The consent form must first be added to the PC Console > Reviews > IRB tab in order for it to appear as a consent when adding to a subject.  For instructions on how to add a consent form to the PC Console, see the  How to Add an IRB Review and Consent Form document in the Protocol Management How To Guides.

My participant doesn’t have an MRN.  What do I do? To request a UAB Medical Record Number for a research participant, complete the EMPI Medical Record Number Request form and email to the appropriate parties listed on the form.

I see my subject’s calendar but can’t click into the visit.  What do I do? If the calendar visit is in the Subject’s calendar, but there is not a blue hyperlink to click into the visit – review the subject’s statuses.  Enter any appropriate statuses for that subject (Consent Signed, On Study, On Arm, On Treatment, Off Arm, Off Treatment, Follow-Up Start Date, or Off Study).  If you still cannot access the visit, contact Oncore@uabmc.edu for assistance.

If you do not see the calendar, confirm the calendar has been Released.  Go to Menu > eCRFs/Calendars > Specifications> Calendar tab.  If the Specification Status in the light blue header does not say Released, the calendar has not been Released.  Follow up with your study start up team or contact OncoreCalendars@uabmc.edu.

We received a protocol amendment from the study sponsor that will affect the subject’s schedule of events.  How do I get my OnCore calendar updated?  Complete the CBR-OCS-CCTS Submission form and select revision/amendment when completing the form. Questions? Contact the OnCore Calendars Services (OCS) team by emailing OncoreCalendars@uabmc.edu.

Research Billing

Does marking a visit occurred in OnCore send a bill to my patient?

No. OnCore does not capture charges for UAB Health System (UABHS) clinical billable services (ex. MRI at TKC, bloodwork by UAB Hospital Lab, etc.). If a service took place during the participant’s visit that contains UABHS clinical billable services, these charges will drop regardless of OnCore visit management. Occurring the visit in OnCore in a timely manner (within 2 business days of the date of service) allows the Clinical Trials Billing Notice (CTBN) to be sent to the UABHS billing offices so that they may review and/or direct these charges to the study account or the patient and/or patient’s insurance. Not occurring the visit in a timely manner may result in bills being sent to your study participant in error.

My participant got a bill they shouldn’t have for a study.  What do I do?  Please contact the UABHS Clinical Billing Offices at ctbillingquestions@uabmc.edu and dsimpson@uabmc.edu . If you have other billing questions or are having trouble understanding what to do, you can also contact oncore@uabmc.edu, and we will assist you.

Click here for more Commonly Asked Questions Related to Clinical Research Billing.