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Clinical Trial Management System (CTMS)


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OnCore

The University of Kentucky has adopted OnCore as its enterprise Clinical Trial Management System. OnCore was developed by Forte Research Systems in Madison, Wisconson and was initially deployed at Markey Cancer Center in 2006. At the beginning of 2019, as part of the UK TRACTS project, the use of OnCore and its companion application, Insights (a Tableau-based Business Intelligence tool), will be expanded at the Markey Cancer Center and rolled out to the remainder of the University of Kentucky. When fully implemented, the University of Kentucky research community will utilize OnCore to track protocols, regulatory approvals, ensure billing integrity through the use of coverage analysis, research financial administration, accrual monitoring, and participant visit management.


Which Studies Will be Tracked in OnCore?

The University of Kentucky has established that all qualifying clinical trials meeting the National Institutes of Health (NIH) definition will be tracked in OnCore. The NIH decision tool is publicly accessible to help determine if the protocol meets this definition.

The following four questions can be used to determine whether a protocol should be entered into OnCore. 

  1. Does the study involve human participants?
  2. Are the participants prospectively assigned to an intervention?
  3. Is the study designed to evaluate the effect of the intervention on the participants?
  4. Is the effect being evaluated a health-related biomedical or behavioral outcome?

If the answer to the above questions is yes, the study will be tracked in OnCore, however, data entry requirements will vary based on billing compliance and sponsor invoicing needs. 

NOTE: Legacy (ongoing and past clinical trials) entry into OnCore will be dependent on individual department rollout schedule. Sprint 1 departments are slated for an August-September 2019 go-live. These departments include Internal Medicine-Cardiology, Radiology, Behavioral Science, Pediatrics, and Orthopedic Surgery. A second sprint inclusive of remaining departments will go-live in November 2019.

Please send any questions concerning OnCore enterprise rollout or the UK TRACTS project to: uktracts@l.uky.edu


CRSO OnCore Support Team

The CRSO CTMS support team collaborates with the Markey OnCore support services team to assist with user access, training, and reporting needs of the research staff and departments.   
Protocol initial builds and the study calendar will be created in OnCore by CRSO CTMS Specialists.

Of those qualifying protocol builds; the CRSO coverage analysts will perform a Medicare coverage analysis that will then be verified to guarantee billing integrity and compliance.

Departments are required to date manage financials for sponsored protocols. This includes the creation of sponsor invoices and reconciling payments while leveraging the integration with SAP. CRSO is available to assist departments with data entry and management of their financials in OnCore.

Additionally, the CRSO has staff that departments may opt to use for their protocol regulatory needs. These regulatory specialists can aid with initial IRB reviews, continuing reviews, and other mandatory results reporting to the IRB.

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OnCore Training Resources

The UK TRACTS project team continues to finalize OnCore requirements and work instructions with our Subject Matter Experts (SME) and super-users across campus. All departments will be contacted before their go-live to discuss legacy studies, user access, and staff training opportunities.

Email ctms.support@uky.edu with any support or training questions.


Helpful Links

See frequently asked questions, training schedules and user information »

Learn more about Oncore with the Forte Learning Portal »

To request access to the Forte Learning Portal email ctms.support@uky.edu.

 

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