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OnCore Basics
When first using OnCore, set up your home screen favorites and widgets (see How to Guides ). These are some basic OnCore tips that will make navigating OnCore easier (view OnCore Tips with descriptions here):
- Open only one instance of OnCore at a time
- Avoid using the browser’s back button
- Allow pop-up windows
- Single click buttons and links
- Use a computer with a keyboard and mouse
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How-To Guides
Use your blazerid @uab.edu email and blazerid password to access.
OnCore Basics
Including how to gain access to OnCore, set up Your Favorites Bar and Home Screen, etc.Subject Management
Including how to register a subject to a protocol, add a consent to a subject, enter subject eligibility and statuses, manage subject visits, look at a CTBN, reset calendar dates, create an additional visit, etc.Protocol Management
Including how to add an IRB review and consent form to the protocol, update study team staff, update the protocol status, enter financial events, close a study, etc.Reports
Including how to review the Accrual report, Expired Accrual Duration Report, IRB Initial Approval – Not Open to Accrual report, etc.Financial Management
ContactThis email address is being protected from spambots. You need JavaScript enabled to view it. directly or see Sponsor Budget Entry and Financial Management section below for more information. -
Research Billing
UAB Research Billing Process
During the consenting process, it is important to advise the participant to notify their study coordinator if they should receive a bill that they think is an error. If the participant has reached out to you about an erroneous bill, please contact the UABHS Clinical Billing Offices atThis email address is being protected from spambots. You need JavaScript enabled to view it. andThis email address is being protected from spambots. You need JavaScript enabled to view it. . If patients need to call billing about their accounts, please direct them to:- Hospital Billing Questions: 205-934-6400
This email address is being protected from spambots. You need JavaScript enabled to view it. - Physician/HSF Billing Questions: 205-731-6055
This email address is being protected from spambots. You need JavaScript enabled to view it.
This email address is being protected from spambots. You need JavaScript enabled to view it. , and we will assist you.
Commonly Asked Questions Related to Clinical Research Billing. - Hospital Billing Questions: 205-934-6400
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Reports
View a description of OnCore scheduled reports, supplemental reports, and Monthly Accrual Reports received by UAB Leadership.
OnCore contains a number of reports the study team can run at any time (enrollment reports, subject visit reports, financial reports, etc.) by going to the Reports > Reports console. Additionally, there are custom scheduled reports that the study team receives via email automatically. These include:- Unmanaged Visits Report
- Delinquent Visits Report
- Accrual Report
Why is it so important to manage subject visits in OnCore?
Per UAB leadership, subject visits are required to be managed in OnCore within 2 business days. This ensures:- Compliant Billing – Occurring a visit in OnCore with a UAB Health System billable procedure generates the Clinical Trial Billing Notice (CTBN). UAB Billing Offices use the CTBN to validate and route charges to the study account or patient insurance. This ensures timely filing and that the patient does not receive erroneous bills for study.
- Accurate CCTS Billing – Occurring a visit in OnCore with a CCTS service allows the service to appear on the CCTS Billing Report so the CCTS can bill the study account. This ensures recovery of costs and that the study team does not receive erroneous bills from CCTS.
- Sponsor invoicing – Occurring a visit in OnCore for an industry sponsored clinical trial generates invoiceable items for sponsor invoicing and receivables for financial reporting. This allows for the effective financial management of the trial, including sponsor invoicing as well as revenue and A/R reporting.
This email address is being protected from spambots. You need JavaScript enabled to view it. . For other questions on existing reports or to request a new custom report, contactThis email address is being protected from spambots. You need JavaScript enabled to view it. . -
Sponsor Budget Entry & Financial Management
The OnCore Financials Console facilitates sponsor invoicing and financial reporting for industry-sponsored clinical trials. As of March 1, 2024, all new industry-sponsored finalized clinical trial budgets are required to be entered into the OnCore Financials Console. In addition, all subject visits for industry-sponsored clinical trials must be managed in OnCore within 2 business days. For more information, see the OnCore Financials New Requirements memo.
View a decision tree to help you determine if you are required to enter the sponsor budget in OnCore.
For Medical Center study teams:- Access & Training: Training is required in order to receive access to OnCore's Financials Console. Register using the OnCore Training Registration form (select Financial Manager as a role) or email
This email address is being protected from spambots. You need JavaScript enabled to view it. . - Budget Entry: For new studies, once the OnCore calendar is marked Complete, the study team enters the final negotiated budget into the OnCore Financials Console. The OnCore Financial Analyst is happy to assist with your budget entry questions (contact
This email address is being protected from spambots. You need JavaScript enabled to view it. ). - Sponsor Invoicing: Once the study budget is entered into OnCore, creation of sponsor invoiceable items become automated and easy for the financial team.
- Regulatory Coordinators add IRB information in the PC console, which can trigger invoiceable items in the Financials Console.
- Study Coordinators manage subject visits, additional procedures, SAEs, screen failures, monitoring visits, training fees, study supplies, in the CRA console, triggering invoiceable items in the Financials Console.
- Once invoiceable items have been generated, financial coordinators can quickly and easily add them to sponsor invoices.
- A/R: sponsor invoices (receivables) have been created, financial coordinators can reconcile sponsor payments and track AR within the Financials Console.
This email address is being protected from spambots. You need JavaScript enabled to view it. ) to answer your OnCore related financial questions. - Access & Training: Training is required in order to receive access to OnCore's Financials Console. Register using the OnCore Training Registration form (select Financial Manager as a role) or email
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