1. OnCore Implementation Update
UVA Clinical Trials Office
July 2017

2. OnCore Status Update: Hired 2 Team Members! Jessica Kiernan
Charles McMillian
New servers acquired & set up
Minimum data set determined
Epic Phase 2 connected to existing OnCore
Demographics
Labs
New Epic/OnCore interface implemented
New OnCore website
New end user support plan and pilot

3. New Team Members Jessica Kiernan OnCore Trainer & Analyst
Joins us from CFA Institute Global Operations and Global Travel and Events teams
Former Cardiac Device Specialist with St Jude Medical
Has lived in Charlottesville for over a decade, enjoys long walks through downtown, gardening and roller skating
Charles McMillian
OnCore Trainer & Analyst
Previously worked with OnCore in the Cancer Center OCR, as Regulatory Coordinator
Experience at UVA in Hematology Oncology & Neurosurgery Clinical Trials Offices
Hopes the UVA Football team is one day as good as the UVA Women’s Soccer team

4. New Servers New servers acquired and set up
Currently running on version 14.2
We now have a “Test” Environment in Version 15
Preparing our Version 14 “Enterprise” servers

5. Minimum Data Set Only Full Board Protocols will be entered
Basic Protocol & Subject Information will be required
OnCore is connected to Epic so you can search by MRN for Epic registered subjects in OnCore
IND/IDE information required (if UVA held)

6. New Interface! Epic RPE “Retrieve Process for Execution”
Creates Protocol Record in Epic
Previously a manual process done by the CTO
Will update changes to protocol status and staff as they occur after the connection is made
Training will be provided on how this is managed in OnCore end user training

7. RPE- Protocol Information Sent
Protocol Number
Title
Short Title
NCT Number
IRB Number
Protocol Staff PI
Protocol Arm Code & Description
Protocol Type

8. Epic Research Protocol Page

9. RPE- Subject Information Sent
Subject Status
Associated Protocol #
Active Start Date
Active End Date
Protocol Arm
Subject ID # (‘Sequence Number’ in OnCore)

10. Epic Research Subject Page
Once the link is made between OnCore and Epic, subject status updates will automatically sync. However, if necessary, study teams will still be able to manually edit their subject status in Epic.

11. New Website

12. OnCore News and Events

13. OnCore Contacts

14. OnCore Support
We’ve transitioned to a formal request system for end user support
Tickets will be entered by the support team into SysAid and you will be able to track their status there
“Why can’t we enter directly into SysAid?”
Because the server that hosts SysAid cannot have PHI
(Please be sensitive to the use of PHI in to OnCoreSupport and
avoid using if possible)

15. Upcoming Events September 6 & 7 Super User Training
Super Users from Neurology, Surgery, Cardiology & Oncology
Upgrade to OnCore 15 (will be in place before School of Medicine Go-Live)
OnCore Workgroups

16. Timeline