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Training Resources

Oncology OnCore Training

HCI Faculty & Staff, please contact the following for Oncology-specific OnCore Training.

HCI OnCore Training

Training Classroom

HSC OnCore Access

Step 1:

We, at the CRSO, are here to grant HSC clinical research staff access to the new OnCore system! To get access to OnCore end users must complete the following courses…

  1. OnCore Orientation (2 hours) – see "OnCore Orientation" below
  2. OnCore 100: Navigation eLearning (30 mins) – see “Advarra University” below
  3. OnCore 105: Protocols Basic eLearning (30 mins) – see “Advarra University” below
  • Principal Investigators: OnCore access is dependent based on each principal investigator and how involved they are with their studies. For the majority of studies PIs will only be working in Epic Research. PIs are more than welcome to get OnCore access, should they want it, and with that they will need to complete the OnCore 100 Navigation eLearning.

Step 2:

Once the above training has been completed you can request access by submitting an OnCore Service Now ticket. Let us know the dates of completion for the required courses listed above and we will validate your completion dates. 

OnCore User Roles

When requesting access to OnCore let us know which of the following user roles will apply to you.

Protocol Management

Provides user access to the PC console within OnCore, will have the ability to update information shared from ERICA. User will have access to update details of the protocol, ARMS and institutional information. Add additional staff to the protocol and designate the role|access of others. Manage IRB information and status. Document annotations and attach documents to the protocol. This role does not interface with epic.  

Subject Management

From consent to follow up user will have the ability to manage the subjects in the protocol. Facilitate assignment of protocol ARMS to subject. Check in visits for patients, allowing CPT codes to be connected with patient charges inside of epic. Update the status of each subject within the protocol. This role does not interface with epic.

Calendar Builder

User will have access to manage|create OnCore calendars for the assigned department. Ability to update, change, edit and delete treatment visits, calendar segments and complete the calendar. This role does not interface with epic.

Financials

User will have access to the financials components within OnCore. Ability to connect procedures|labs to CPT codes (from ChargeMaster) in OnCore. Build and update budgets based on changes to the protocol. Designate items to be billed to standard of care (SOC) and protocol sponsored. Generate invoices to be sent to sponsor for protocol budget management. Track invoices sent, payments received and outstanding charges. This role does not interface with epic.

Financial Manager

This role is given to the individual within the department who has the ability to sign-off on the financials for the protocol. Often the manager for the research department. The finance manager signs off and the study is then routed to the CRSO Finance team for review. This role does not interface with epic.

Regulatory

Provides the ability to update|edit information that migrated over from ERICA. Allows users to attach information to the protocol, manage regulatory dates within the protocol and update with any additional information needed. This role does not interface with epic.

Principal Investigator (PI)

Given to the principal investigator for the protocol, listed as the PI for the study. Sub-investigators can be listed however, one primary PI will be designated. Provides credentials for the PI within the OnCore system for regulatory requirements. The PI role is shared with epic, manages SAE events.

Audits and Monitoring

Provide access to the audit|monitoring activities within OnCore. Can be assigned at a department or study level. Allows access to reports for compliance. This role does not interface with epic.

Coverage Analysis

Users with Coverage Analysis (CA) allows the review of study documentation and Medicare billing rules to determine which items and services performed as a part of the protocol. This role can be assigned along-side other roles within OnCore. Access to studies within the assigned department, this does not substitute for the reviewing and signature of MCA’s.  This role does not interface with epic.

OnCore Orientation

OnCore Orientation is a required introductory course that will introduce the basic functions of the OnCore system to end users. This virtual course is 2 hours and will show users how to navigate basic functionality in OnCore. We will also run through the building blocks of OnCore so end users can identify which specialty classes they will need to take.

Sign Up for OnCore Orientation

 

OnCore Orientation is held Thursdays, 12:00 - 2:00 PM MST

 

In order to sign up for training / office hours you must be logged into the University Microsoft 365 system.

To log in go to https://o365cloud.utah.edu/ with your university credentials. Once you have logged in the booking links will work on this site.

Advarra University

Advarra University is full of helpful eLearnings for all things OnCore. If you have any questions, or need to be added/activated in Advarra University, let us know! CRSO@hsc.utah.edu

For a list of additional FREE eLearnings to assist in learning the OnCore system see our Advarra University Course Catalog. You can "shop" for these free courses in Advarra University and complete the trainings at any time!

Access Advarra University

 

Along with OnCore Orientation the following 2 eLearnings are required to be completed in order to have access to OnCore. Once all have been completed please let us know by requesting access to OnCore through a Service Now Ticket. Let us know the dates of completion for the required courses listed below and we will validate your completion dates. 

  • OnCore 100​: Navigation eLearning​ (30 Minutes)

  • OnCore 105​: Protocols – Basic eLearning​ (30 Minutes​)

Specialty Training

The CRSO provides live virtual training in the following areas of OnCore. These optional trainings are intended to provide guidance through OnCore in a click by click format. We suggest attendees to have multiple screens so they may click alongside instructors while working in the OnCore Production, and or Train environment. Though it is helpful to have these tools users may attend these trainings without having access to multiple screens or OnCore. For those who cannot make live training we encourage all users to utilize the Advarra University eLearnings as a training resource.

Each live virtual training session is 60+ minutes in length through Microsoft Teams, and will cover basic instructions on how to work within the consoles related to the following topics…

    Sign up for the following specialty training

    In order to sign up for training / office hours you must be logged into the University Microsoft 365 system.

    To log in go to https://o365cloud.utah.edu/ with your university credentials. Once you have logged in the booking links will work on this site.

     

    Study Start Up:

    This course will cover the study start up process in OnCore.

    We will cover topics such as how ERICA links to OnCore, which information migrates from ERICA to OnCore, how to view/edit study details in the PC console, how to add/edit consent forms, how to activate studies in Epic, how to manage your staff roles, and building treatment arms.

    Managing Your Subjects and Visit Tracking:

    This course will cover enrolling and managing subjects, as well as visit tracking in OnCore.

    We will cover topics such as how to enroll a subject to your study, how to request an MRN, how and when to link a subject to your study in Epic, how to change the status of your subject, how to assign treatment arms, how to track visits through a subject's calendar, how to add unscheduled visits, how to add additional or as needed procedures to a visit, managing subject deviations, looking up SAEs in OnCore, and managing subject specific documents.

    Basic Calendars (Calendar Start):

    This course will cover how to start a calendar in OnCore.

    We will cover topics such as how to start a calendar, how to attach a template to start, how to add treatment sequences by "OR Visit(s)", the differences between start dates and how they connect to the subject status, how to preview your dates, how to add procedures, and how to add footnotes.

    Advanced Calendars:

    For advanced calendar assistance please book Office Hours with our training department. Office Hours booking links can be found at the bottom at this page.

    Financials - Building Your Budget:

    This course will cover how to build your budget in the financials console in OnCore.

    We will cover topics such as how to update your rate base, how to change indirect and overhead rates, how to manage protocol and subject related budgeting items, how to set invoicing rules, how to build an invoice, and how to track recites.

    OnCore Office Hours

    For questions and additional help feel free to book a virtual appointment with our help desk! All appointments are 30 minutes and bookable 15 days in advance. If you need more time you may book multiple appointments back to back. Once you complete your booking the appointment will generate on your calendar with a Teams Meeting link.

     

    For questions and support on the eReg and Payments systems sign up for eReg and Payments specific Office Hours.

     

    In order to sign up for training / office hours you must be logged into the University Microsoft 365 system.

    To log in go to https://o365cloud.utah.edu/ with your university credentials. Once you have logged in the booking links will work on this site.

    OnCore Training & Support

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