General Guidelines and Use Requirements | UC Davis CTSC

Service requests should be submitted by departments with access to the OnCore system. If your department has been deployed in OnCore and you do not have access, please submit a New User Service Now ticket for training and access. Internal users can access OnCore from our UC Davis secure website. External users will need to have a UC Davis active directory account to access VPN to get to the secure website.

The OnCore system is necessary for all research studies that require billing and collecting from sponsors.

The OnCore system is necessary to integrate study records into EPIC. All studies subject to UC Davis Health Policy 2317 should be entered in OnCore, specifically, all studies that:

• Utilize a drug or device;
• Require items or services that result in any charge or billing component (including billing to a third-party insurance, study sponsor, or patient) in the Epic billing system; or
• Include, as part of their protocol, any clinical intervention, including the invasion of any research participant’s (control or subject) body cavity (e.g., blood draw) when such an intervention takes place within a UC Davis Health licensed facility.

Research staff is still responsible for completing EMR (EPIC) billing review workflows with the implementation of OnCore.

Required Use Scenarios

Studies that must be entered into OnCore:

• All studies that are investigating a drug or device
• All studies which require items or services that result in any charges of billing components to patients
• All studies that include the use of a UC Davis Health clinical service, regardless of therapeutic intent, including those purely diagnostic in nature (including lab services)
• All research studies that require a billing component
• Any study that requires EPIC including utilizing MyChart recruitment tool

OnCore Guidance Documents

Visit our CTSC CTMS-Ops intranet site to access our OnCore guidance documents.