OnCore
OnCore is currently being used by Indiana University in collaboration with our key research partners to record, manage and report clinical research data. The web-based system provides users secure access from any location.
All clinical research studies conducted at Indiana University and IU Health require entry into OnCore if they include a prospective component and provider services and/or require informed consent. Learn more about OnCore Registration Requirements.
REQUEST ONCORE ACCESS
Available Services
Once a study is entered in OnCore, subject accrual must also be entered and tracked.
Each subject must be registered in the system individually if your study meets any of the criteria listed below:
- requires Safety Flags in the electronic medical record (EMR)
- requires Medicare Coverage Analysis
- requires the use of Research Billing Tools in OnCore
- are categorized as Interventional
- requires IU Specimen Storage Services
- uses Forte Participant Payments
If none of the above criteria apply to your study, you may submit a request for summary accrual:
- First ensure your study is available in OnCore
- Then complete the Summary Accrual Request Form
To support the needs of the research community, the OCR OnCore support team is available to assist research staff by entering basic protocol and subject information in OnCore. Please contact our office to speak with one of our team members about this service.
Training & Support
Training Sessions
NOTE: Training must occur prior to receiving OnCore access
Training sessions covering the basic functions and requirements for OnCore entry will be held regularly, and all interested research staff are encouraged to attend. These sessions will include a general overview of OnCore’s Clinical Research Management module, registration, and data entry requirements (including what is necessary for PowerTrials use) as well as hands-on practice with members of the support team and other seasoned OnCore super-users.
More in-depth training will also be available by appointment and on an as-needed basis. We request that basic training of subject and protocol management be completed first. Additional training opportunities will also be scheduled throughout the year that includes searching and reporting functionalities and updates to the system
If you are interested in attending one of our scheduled sessions, please click one of the following hyperlinks to register and enroll in either Protocol & Subject Management Training or Calendar & Subject Visit Tracking Training: Indiana University or IU Health and Other Affiliates. These hyperlinks will direct you to a REDCap form where you will be able to select trainings, dates and times. Training information is available below as well.
Because our in-person training location may have limited seating, spots are filled on a first-come, first-serve basis. Departments or other large groups wishing to train together may also contact us to schedule a private session.
Training descriptions
Forte Participant Payments
(anytime)
Participant Payments helps sites, sponsors and CROs securely and effortlessly pay participants after each visit. Reduce administrative burden and improve operational efficiency by eliminating manual and time-consuming processes.
- Pay automated stipends immediately
- Streamline the travel reimbursement process
- Keep track of finances with built-in reports
- Monitor finances with increased security features
Protocol & Subject Management Training
(see calendar below for dates)
This training is required before access to OnCore is granted. Protocol and subject management are the foundation of all OnCore functionality and features. Protocol information must be entered in OnCore before enrolling subjects, building calendars, tracking subject visits, and much more. This training session will teach you the following:
- Review the Study Intake Form in REDCap
- Track additional Management Details
- Assign additional Staff to a Protocol
- Document IRB reviews
- Change Protocol Statuses
- Register Patients to a Study
Calendar & Subject Visit Tracking Training
(see calendar below for dates)
Protocol and subject management are the foundation of all OnCore functionality and features. Protocol information must be entered in OnCore before enrolling subjects, building calendars, tracking subject visits, and much more. This training session will teach you the following:
- Confirm Subject Visits & Procedures
- Reschedule Subject Visits & Procedures
- Create additional Visits & Procedures
- Update Visits using My Console
- Navigate My Calendar
- Run Planned Visits Report
OnCore Training Calendar
Each training session has 2 boxes for registration: purple for IU employees, and blue for IU Health employees and Affilitates. To register for a training session, click on the appropriate box.
eLearning Modules
To access the eLearning Modules, click on the blue boxes below and follow the prompts. you may need to complete the IU Login if you are not already logged in.
Module 1 – Protocol Status: Pre-open to accrual
Learn how to manage and maintain your protocol pre-open to accrual.
Module 2 – Protocol Status: Post-open to accrual
Learn how to manage and maintain your protocol post-open to accrual.
Module 3 – Subject Registration
Search for existing subject records, create new subjects, and add subjects to the protocol.
Module 4 – Subject Management
Learn how to manage and track subject visits from consent through off-study status.
OnCore Support Documents
FAQ: OnCore Requirements for Multi-Site Study
A study that recruits patients from one or more geographically distinct enrollment sites not closely affiliated with Indiana University. These sites are usually distinct in other characteristics as well (e.g. demographic, socioeconomic, or clinical). This does not include studies that only enroll at local affiliate sites.
Local affiliate sites would include Indiana University and IU Health hospitals/clinics, Roudebush VA, Eskenazi hospitals/clinics and community sites/clinics that cannot be associated with another academic medical center.
If IU is leading the multi-site study, accrual from all sites should be included. Accrual
numbers should be listed under the appropriate enrollment sites within OnCore.
If IU is only participating in the multi-site study, only accrual from IU and its local affiliates should be included.
All accrual should be entered and assigned to the appropriate enrollment sites within OnCore.
FAQ: OnCore Requirements for VA Protocols
Yes, if ALL the following criteria are met!
a. OnCore Registration requirements are met.
b. The PI/VA investigator has an IU paid appointment and is utilizing the IU paid appointment on the study.
Yes, if OnCore Registration requirements are met.
Yes. If ALL the following criteria are met you will individually register subjects in OnCore.
a. OnCore Registration requirements are met.
b. VA requirements are signed and approved by the VA R&DC.
NOTE: All VA subject SSN/MRN’s must be de-identified (eg: Short Title-Patient Sequence Number) Example: IMPACT-1001
No. Subjects can only be entered in OnCore using “Summary Accrual.”
All accrual should be entered and assigned to the appropriate enrollment sites within OnCore.
OnCore Registration Requirements
Determine whether your clinical study should be entered into OnCore.
OnCore Status Workflow
See the workflow steps and who is responsible for completing the steps and notifications.
Proprietary OnCore Documents
View and download our proprietary OnCore documents, which include training guides, minimum standard requirements, registration requirements, helpful one-pagers, workflows, FAQs, and PowerTrials documents, please click the following link that will direct you to our IU Box Training & Support folder.
Sign into the Central Authentication Service (CAS) using your IU credentials to access the documents.
Online Resources
More information on all aspects of OnCore can be found on the OnCore Learning Portal. It includes additional training guides, documents on functionality and planned improvements, as well as training videos and webinars. When logged into OnCore, you may access the Learning Portal from within the application by going to the Help menu in the toolbar or by clicking on the “?” located in the upper right hand corner of each page. Research staff can also visit Onsemble.net, a site created for the OnCore community, which allows users from all organizations to connect with each other, share experiences, tips and tricks, workflows, SOPs, and trouble-shooting suggestions and solutions. Research staff wishing to access Onsemble.net, may request a username and password from the site itself.