OnCore: EMR and IRB Integrations 

OnCore seamlessly integrates with the Epic Electronic Medical Record (EMR) system. This integration provides numerous benefits and enhances the overall clinical research workflow.

OnCore and Epic Integration

OnCore seamlessly integrates with the Epic Electronic Medical Record (EMR) system. This integration provides numerous benefits and enhances the overall clinical research workflow.

Subject Safety: By integrating with Epic, OnCore can automatically flag research subjects enrolled in clinical studies, ensuring that their research participation is visible to healthcare providers. 

Reduced Duplicate Data Entry: The integration eliminates the need for redundant data entry across multiple systems, as relevant research subject and study information can be securely shared between OnCore and Epic. 

Billing Compliance: The integration between OnCore and Epic enhances billing compliance by ensuring that research-related procedures are properly flagged and billed according to the study protocol and sponsor requirements. This helps to maintain regulatory compliance and accurate financial tracking.

Improved Data Accessibility: Researchers and clinicians with defined access rights can access relevant subject data from both OnCore and Epic within their respective systems, promoting better communication and informed decision-making throughout the research and clinical care processes. OnCore is positioned to pull subject demographic data from EPIC and share study-related information that needs to live in EPIC.

The integration process involves a secure and controlled exchange of data between the two systems, following strict protocols and adhering to all relevant data privacy and security regulations.

OnCore and CLICK Integration

Complementing the integration with Epic EMR, OnCore will also seamlessly integrate with CLICK, UVM’s Institutional Review Board (IRB) system. This integration aims to streamline research processes, enhance data integrity, and promote consistency across research protocols and documentation. Some of the key benefits of the OnCore-CLICK integration include:

Automated Study Information Transfer: Study information captured in CLICK, such as the study title, associated library (Cancer or Medicine), staff roles, and more, can be automatically populated into OnCore. This process will automatically create a protocol shell within OnCore.

Document and Review Synchronization: Relevant documents and reviews from CLICK, including any critical study documentation, will be seamlessly transferred to OnCore. This ensures that research teams have easy access to these documents within the OnCore system, facilitating compliance, maintaining audit trails, and avoiding duplication of effort.  Please note that some documents will flow through the regulatory binder (i.e. eReg) instead.

Staff Role Integration: To support the integration, CLICK will now include specific staff roles (see graph). This will ensure that the proper staff roles are accurately documented in both CLICK and OnCore, enabling effective communication and notification workflows based on each individual's role within the research team, and assisting is study assignability.

IRB Field/Role OnCore Protocol Staff Role Code OnCore Protocol Staff Role Desc 
Clinical Research Associate CNTStudy Site Contact 
Clinical Research Associate (Primary Clinical Research Coordinator) CRAClinical Research Associate 
Clinical Research Nurse CRNClinical Research Nurse 
Clinical Research Coordinator CTCClinical Research Coordinator
Regulatory Coordinator PCRegulatory Coordinator 
Principal Investigator PIPrincipal Investigator 
Principal Investigator SCStudy Chair 
Treating Physician TPTreating Physician + Sub-Investigator 
Data Coordinator DCData Coordinator 
Data Manager DMGRData Manager 
Laboratory Coordinator LCLaboratory Coordinator 
Sub-Investigator SUBISub-Investigator 
Research Advanced Practice Professional RAPPResearch Advanced Practice Professional 
Co-Investigator COICo-Investigator 

Data Consistency and Accuracy: By integrating OnCore and CLICK, research teams can maintain a comprehensive and up-to-date view of IRB study information, approval dates, some documentation, and personnel roles across both systems. This promotes data consistency, accuracy, and overall research efficiency.

Reporting and Analytics

OnCore provides robust reporting and analytics capabilities, enabling research teams to access comprehensive study data and generate valuable insights. With its powerful reporting tools, users can:

  • Track study progress and accrual rates
  • Monitor regulatory compliance and documentation
  • Analyze resource utilization and financial performance
  • Identify potential bottlenecks or areas for process optimization
  • Generate reports tailored to specific needs

OnCore's reporting functionality streamlines the collection of data and metrics required for clinical trial start-up timelines, billing and financial operations, and National Cancer Institute (NCI) reporting requirements. Additionally, the system's integration with other institutional systems, such as EPIC, CLICK, and our financial systems, further enhances the reporting capabilities by allowing access to critical data.

Report requests can be submitted to:  OnCoreSupport@med.uvm.edu