OnCore

OnCore is a web-based enterprise-wide clinical trials management system (CTMS) that will simplify clinical research management and integrate multiple functions, including protocol administration, participant tracking, and sponsor invoicing. The OnCore CTMS will align with the Emory Healthcare Epic electronic medical record system to reduce redundancy across the enterprise and enhance patient safety and research billing compliance.

Studies requiring management in OnCore are the following:

  • All studies with Emory Healthcare or Grady billable items or services - regardless of sponsor/funder - requiring a Prospective Reimbursement Analysis (PRA) or Coverage Analysis (CA)
  • All studies that meet the NIH clinical trial definition regardless of billables (including interventional)
  • All studies where the Office for Clinical Research (OCR) performs the invoicing (mainly industry/hybrids)
  • All cancer-related, prospectively enrolling studies

If your study is not listed in the categories above, you can enter a shell protocol in OnCore CTMS. Shell Protocols can be created with no calendar, coverage analysis (CA), or budget but allow study/subject coordination as needed.

Who will use OnCore?

Anyone involved with clinical research protocol, participant, or financial management responsibilities for eligible Emory studies will utilize OnCore.

How can I get trained?

Department OnCore Superusers will complete OnCore CTMS training and instruct their staff on navigating OnCore consoles for protocol, subject, and financial management for 2.0 and moving forward. Each OnCore Superuser has signed an attestation to adhere to training and support by verifying training, acknowledging responsibilities, committing to data integrity, and maintaining compliance. View a list of Department OnCore Superusers, version 1-17-25.

Note: OnCore has four types of users: a SuperUser, an Existing User, a New User, and an Investigator User.

  • SuperUser = Lead/manager who OCR and Advarra have trained to train their colleagues.
  • Existing User = Staff who OCR or a Superuser has trained.
  • New User = Staff who has not been trained on OnCore and must be taught by their Department OnCore SuperUser.
  • Investigator User = An Investigator who will be using or reviewing OnCore.

    Department OnCore Superusers can utilize the PowerPoint Presentations below as a guide to train colleagues. Modify them as needed    .

How to register for training? 

Each user has a learner track to complete that is listed in Emory Brainer Learning Management System (LMS). Register in Emory LMS Brainer via Self-Service > Learning Management > Brainer.

  • Search for your user learning track and complete all steps within that track. 
    • OnCore CTMS, 2.0 Superuser Training Track
    • OnCore CTMS, 2.0 Existing User Training Track
    • OnCore CTMS, 2.0 New User Training Track
    • OnCore CTMS, 2.0 Investigator User Training Track

FAQs:

Questions frequently asked by study teams can be viewed on the OnCore SharePoint site.