OnCore Implementation and Status Update July 2017
OnCore Clinical Trials Office at UVA received new team members, new servers, and implemented various enhancements including connecting with Epic Phase 2, new website, and end user support plan. The team members bring diverse backgrounds and experience to further strengthen OnCore operations. New servers are running on version 14.2 with plans for version 15. The minimum data set requirement and Epic interface improvements have streamlined protocols and subject information management. The new Epic RPE Retrieve Process automates protocol record creation in Epic, providing efficient protocol status updates.
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OnCore Implementation Update UVA Clinical Trials Office July 2017
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 2
New Team Members Jessica Kiernan OnCore Trainer & Analyst Charles McMillian OnCore Trainer & Analyst Joins us from CFA Institute Global Operations and Global Travel and Events teams Previously worked with OnCore in the Cancer Center OCR, as Regulatory Coordinator Former Cardiac Device Specialist with St Jude Medical Experience at UVA in Hematology Oncology & Neurosurgery Clinical Trials Offices Has lived in Charlottesville for over a decade, enjoys long walks through downtown, gardening and roller skating Hopes the UVA Football team is one day as good as the UVA Women s Soccer team 3
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 4
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) 5
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 6
RPE- Protocol Information Sent Protocol Staff Protocol Number Title PI Short Title Protocol Arm Code & Description NCT Number Protocol Type IRB Number 7
RPE- Subject Information Sent Subject Status Associated Protocol # Active Start Date Active End Date Protocol Arm Subject ID # ( Sequence Number in OnCore) 9
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. 10
New Website https://research.med.virginia.edu/clinicalresearch/research-resources/offices-supporting-clinical-research/clinical-trials- office/oncore/ 11
OnCore Support We ve transitioned to a formal request system for end user support Email: OnCoreSupport@hscmail.mcc.virginia.edu 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 email to OnCoreSupport and avoid using if possible) 14
Upcoming Events Super User Training September 6 & 7 Super Users from Neurology, Surgery, Cardiology & Oncology Upgrade to OnCore 15 (will be in place before School of Medicine Go- Live) OnCore Workgroups 15
Timeline 16
