FAQs


What will happen to all the data in the Siteman Database (SCC)?
- We are currently in the process of moving much of the data from the SCC into OnCore. Data in the SCC will still be available post-OnCore live date but will mainly be read-only. One of our end goals is for all studies that were open to accrual from January 1st, 2009 until now to be in OnCore. Studies that were open prior to January 1st, 2009 will still be accessible in SCC after OnCore goes live.


How will the implementation of OnCore affect me?
- Everyone who participates in the conduct of clinical trials will be affected by the implementation of OnCore. This includes clinical research coordinators, regulatory coordinators, principal investigators, administrators, nurses, and pharmacists. Many staff will be responsible for entering data into OnCore, while others will rely on reports from this data to be extracted from OnCore. Your day-to-day interaction with OnCore will be tied to your position and job responsibilities.


Help! I don't know where to start!
- First things first: getting trained. Follow this link to find the next available training session that fits your schedule.


What if I want a refresher on how to do certain things in OnCore?
- Your OnCore Support Team (OST) is working on producing quick "how-to" videos that will be accessible through the web. If the topic you're looking for isn't listed or mentioned, you can always email or call us (314-747-0347) and we will be sure to address any issues or concerns you may have!


What's the difference between Onsemble's Learning Portal and WUSTL OnCore Support Team's videos/tutorials?
- Both will provide exceptional learning material for the end-user. However, WUSTL OnCore Support videos will be more tailored to WUSTL users, while Onsemble will provide information from a more general viewpoint. 


What times will I have the option to contact someone on the OST?
- We will be available to respond to your call and/or email during normal business hours (M-F, 8am-5pm). Please be patient with us as we may also be helping other users but we promise to address your concerns at the earliest convenience. 


Which browser will work best when using OnCore?
- Google Chrome, Mozilla Firefox, and Internet Explorer 8/9 will all work with OnCore. 


I tried to click on a link in OnCore to bring up a list to choose from but nothing happens. What do I do?
- Many different lists are shown as pop-ups in OnCore that a user can select from. As such, your browser's pop-up blocker must be disabled. For instructions on how to disable this, follow this link for Google Chrome, Mozilla Firefox, or Internet Explorer. Lastly, make sure that the browser you are using is in fullscreen mode (the top right of your browser should have 2 boxes in the area next to/left of the "X", or close browser, button). If your browser is not in fullscreen mode, these pop-ups tend to "hide" behind the window browser you are currently on.


Where do I go to access help for a specific page I'm working on in OnCore?
- Use the "?" mark to obtain context sensitive help. This is located near the top right of the OnCore page. However, do not bookmark those help pages. They require a login, which is handled for you while in the OnCore application and is not the same as your OnCore login.


What are the available date-related shortcuts I can utilize in OnCore?
- This file lists all of the available shortcuts. Feel free to print this off and use as a reference, as needed.


What should I do if I receive an error message or have some other technical problem while using OnCore?
- If you receive an error message or have technical issues, please call the OnCore Support Team (OST) during normal hours of operation at: (314) 747-0347.


How do I gain access to the OnCore application?
- Once you've completed the OnCore training and have completed HIPAA training, you will gain access to the OnCore application. If you've completed both of these and still do not have access, please email the OST and provide your name, work email, and department/team.


I can't remember my login information!
- Both your username and password will be the same as your WUSTL key. The OST does not keep or distribute passwords. Please go to this website to change your WUSTL key username, password, or secret questions.


What happens when a new protocol amendment requires changes to the calendar in OnCore?
- When new protocol amendments require changes or updates to the study calendar in OnCore, a new version of the calendar will be created and will be available once the new protocol has been IRB approved. These changes should be communicated from the study team to the OST as soon as possible, in order to avoid disrupting workflows.


Who will be registering the study participants?
- As with the SCC, the study coordinator or coverage coordinator will be solely responsible for registering study participants in OnCore.


What’s the link to OnCore?
https://oncore.wustl.edu

 

What’s my username and login for OnCore?
If you’re a Washington University employee, it’s your WUSTL key and password. If you’re a BJC employee, your username is your BJC-net username and password (ex. MSL1234 for the username).

 

Someone told me that my username and login is my WUSTL key and password. I’ve tried this but can’t in. Why is that?
All users must be trained prior to gaining access into OnCore. There are a variety of training opportunities happening across the medical campus almost daily. For CRA/regulatory training, the training is more detailed than other sessions so please contact the OnCore support team to find alternatives.  Formal training dates and times are also posted on our website http://oncorehelp.wustl.edu/en/Training-Info/Training-Schedule

 

I really need to go through training again. What are my options?
There are training videos located on our support website under “Training Info” (http://oncorehelp.wustl.edu) that can quickly recap an individual part of OnCore, such as creating a new protocol and enrolling a new patient on a study. If you’d like to attend an additional in-person training, feel free to sign up to one of our upcoming CRA/regulatory sessions coming in a few weeks! Info on this is also on our website under “Training info” (http://oncorehelp.wustl.edu/en/Training-Info/Training-Schedule).

 

How come I can’t register a patient to my study?
If you are not listed on the study team in OnCore (found in the PC console, under “Staff” in the “Main” vertical tab), you won’t be able to update any info, which includes adding new patients to a study. Contact the regulatory coordinator for that study to add you to the study team in OnCore.

 

What are my options if I can’t find a new patient when trying to register them to a study?
Contact the OnCore support team. We’ll be able to determine the next steps needed.

 

Why is there a person named “error” listed on the study team for my protocol?
There is a known issue with Mr./Mrs. Error. Only a few users were affected by this and we are currently working with the department leads and regulatory to get this resolved. For questions about this, please contact the OnCore support team.

 

I’m following the work instructions but when I try to enter in a disease site in the “On Study” tab of the subject console, I get an error message. What do I do?
Chances are, there is no disease site designated in the PC console for that protocol (possibly due to missing or incorrect data in the SCCDB). That particular error message won't "stop" you from recording the disease site; it's just a warning that what's listed in the PC console is not comparable to what you're entering in for that patient. This will eventually be updated either by your regulatory coordinator or by PRMC in the next renewal to that study.

 

What does the “submit” button do in Effort Tracking?
That “submit” button is used to changed dates so you can view a particular date or the range between 2 dates. It doesn’t submit your workload, in any sense. The only thing you need to do to log effort time is add it to your table and you’re all set!

 

I’m using a calculator to add up my effort time for each day to make sure I have 8 hours. There’s gotta be an easier way!
There is! If you change the date range to display today only by putting the same date in each date bar, and click on submit, you’ll see all the entries for that particular day. At the bottom right of the window, you’ll see the total amount of time for that day.

 

Automated Sequence numbers
OnCore has some neat functionality on how to automate patient numbers to automatically generate based on rules you set for a particular study. For example, in the SCCDB, patient’s would have particular ID’s such as V001, V002, V003, etc. In OnCore, once a patient becomes eligible and put “On Study” via the “On Study” tab in the subject console, that patient will get the next number. If this is something you would be interested in having, have the Regulatory Coordinator for your study contact the OnCore support team (oncore@wustl.edu).