OnCore Support Services

The OnCore Enterprise Research application is a clinical trials management system and electronic data capture application. It provides a robust functionality to support the process here at UK HealthCare Academic Medical Center and the Markey Cancer Center.

OnCore was originally developed by Forte Research Systems, located in Madison, WI.

The purpose of OnCore is to provide aid with day-to-day functions, create a central repository for critical research data, biospecimen management, organization for quality assurance initiatives, and general clinical research administration.

We offer high quality, reliable, and statistically sound data from our clinical trials through the coordinated efforts of our Clinical Data Managers and Data analysts. The data management team are actively involved in all stages of the clinical trials from inception to completion, to ensure output of the best quality data. This includes: Electronic Case Report Form (eCRF) design, data cleaning and validation, discrepancy management, data extraction, database locking, and protocol management through the use of Good Clinical Data Management Practices.

Training sessions for basic functionality and general navigation for OnCore users are held regularly and can be performed as one-on-one training or within a group. A more in-depth session is also available for those requiring a role-based training.

All training for OnCore will be documented within the application as part of the staff credentialing process.

Training documents are available at the OnCore Support Sharepoint site.

Important Notes

• OnCore training must occur prior to receiving OnCore Access (Submit a 'Request Access Form,' and a support specialist will be in contact with you concerning training.
• Training for pre-existing users should fill out the 'Request Training' form.
• Protocol and Forms specific training must be performed prior to data entry.
• Recent HIPAA Privacy and Human Subjects Training (when applicable) must be provided and will be recorded within OnCore.

Complete the Request Access Form.

Complete the Request Training Form.

Q: Help! I don’t know where to start!

A: All new users must request login access and perform new user or role-based training. Click on the ‘Request Forms’ button in the menu navigation to submit a login access form. An OnCore Support Specialist will contact you.

Q: Is refresher training available?

A: Yes! Any OnCore user at UK HealthCare has the option to have refresher training by contacting the UK OnCore Support and requesting refreshing training. Click on the ‘Request Forms’ button in the menu navigation and fill out the ‘Request Training’ form for pre-existing users. 

NOTE: Protocol or form specific training can be requested using the ‘Request Training’ form.

Q: When can I call UK OnCore Support if I want to talk to someone in person?

A: UK OnCore Support can be reached 8 a.m. to 4:30 p.m. Monday through Friday. However, you can email OnCore support at any time and a support specialist will respond to you as soon as possible.

Q: Which is the best browser to use with OnCore WebApp?

A: Google Chrome and Mozilla Firefox are currently suggested. Internet Explorer 8/9 will work with OnCore but has been known to show errors on occasion.

Q: Does OnCore have date-related Shortcuts?

A: Yes, it does! See Shortcut: Resulting entry below

• t: Inserts the current date
• t + n: Inserts a date n days from today
• t - n: t + 3 is three days from today
• (where n is a number): t - 1 insets yesterday's date (or 1 day ago)
• w - n: Inserts the current date plus / minus n number of weeks
• w + n: w - 6 will insert a date 6 weeks ago. w + 2 will insert a date 2 weeks from today.
• m + n: Inserts the current date plus / minus n number of months
• m - n
• y + n: Inserts the current date plus / minus n number of years
• y - n
• mb or me: Inserts the beginning or end of the month respectively; It may be used alone, or with + or - with a number.
• yb or ye: Inserts the beginning or end of the year, respectively; It may be used alone, or with a + or - with a number.

Q: What should I do If I get an error message or technical issues with OnCore?

A: If you receive any kind of error message, take a screenshot by clicking on the ‘Print Screen’ button and send it in an email to a support specialist. Include what page the error occurred on and what you were trying to do when it occurred. Alternatively, you can also call a support specialist Monday through Friday 7:30 a.m. to 4 p.m.

Q: I can’t remember my login information. What do I do?

A: OnCore uses a LDAP (lightweight directory access proxy) using UK HealthCare Link Blue ID and Password.  In the event that you have forgotten your Link Blue ID or password, you must contact UK Help Desk at 3-8586 for assistance.

Q: I have entered my password incorrectly too often and am locked out. What do I do?

A: Simple! Call a UK OnCore Support Specialist to have your password unlocked.

Q: I know I have entered the right password and yet I cannot log into OnCore. What is happening?

A: OnCore has a default setting to deactivate users after a >180 day inactive period. Call a UK Support Specialist to have your status switched back to active. Please remember that you must login soon after your status has been changed back to active. If you do not do so by midnight that night, OnCore will notice the continued >180 day inactive period and will make you as inactive once more. Only logging in will reset the 180 day timer.

Q: I was asked to do something in OnCore, but I don’t seem to have that permission/privilege.

A: No problem. Contact a UK OnCore Support Specialist via phone or email and describe what it is you need to do. A decision will be made to heighten your access or privilege.

Q: How come I don’t have access to everything within OnCore?

A: As part of the federal rule overseen by the U.S. Department of Health and Human Services and the Office of Civil Rights, the UK HealthCare OnCore Support Team enforces strict guidelines on the HIPAA Privacy Act which is an established standard to protect individuals’ medical records and other personal health information through the use of electronic health care transactions. We have implemented safeguards to ensure this privacy by allowing users of OnCore a select, privileged, and minimal access within the scope of their job functions.

Q: How do I access the OnCore training documents?

A: You should have been given access to the OnCore Support Sharepoint site when you were given access. Login using your UK Link Blue User ID and Password. If you do not have access, please contact UK OnCore support at oncore-oncology-support@uky.edu and let us know.

Q: How can I get protocol, forms, or calendar specific training?

A: Contact UK OnCore support to help guide you with scheduling this specific type of training.

Request Login Access

Complete this form if you require login access to OnCore. 

Request Training

Complete this form to request training for pre-existing users within OnCore. This training should be for new functionality, refresher training, or new role-based training.

 

UK OnCore Team

Mark Stevens
Data Analyst
Lead OnCore Administrator
mark.stevens@uky.edu
(859) 323-3510
OnCore Administration
Data Analysis
Custom Report Creation
Technical Support
Troubleshooting

Justin Levens
Data Management Specialist
Biospecimen Data Management
Justin@kcr.uky.edu
(859) 323-3520
Custom Reports
Biospecimen Management

Stacey Tonkel
Data Management Specialist
OnCore Trainer
stacey.tonkel@uky.edu
(859) 323-3541
Login Access
Technical Support
Troubleshooting

Jennifer Land
Database Administrator
jennifer.land@uky.edu
(859) 323-9964
IIT Data Management
Calendar and Forms Building
Data Cleaning
Query Resolution
Electronic Case Report Forms