Why do we need to have the correct of race and of ethnicity of a patient in OnCore?
- National Cancer Institute (NCI) requires to provide race and ethnicity information of clinical trials’ participants for all grant applications including NCI’s grant for Stanford’s Comprehensive Cancer Center status. For definitions about race and ethnicity, please refer to the ‘NCI Ethnicity and Race Classification’ document located in the Coordinator Corner’s Forms section. After consenting to a study, CCTO leadership strongly recommends to present that from to the patient for data collection purpose.
- When registering a participant to a trial in OnCore, please ensure that the race and ethnicity data are correct in the database and update the value(s) if needed.
Starting, April 27, 2020, OnCore Team will perform a one-time process for updating race and ethnicity data in OnCore:
- OnCore will be updated based on Epic information of race and ethnicity to reflect correct data. As a result, some subjects will go from unknown to a known value. If there is a single known value in Epic, and OnCore is unknown, Epic data will be considered as correct data and change will be reflected in OnCore.
- For patient who is self-identified as a person of multi race in Epic and only has a single race value in OnCore, if first race matched, we will enter the other race values in OnCore as they were record in Epic.
- If there is a discrepancy between race/ethnicity values from two Epic Hospitals (S- SHC Adult Epic, and L- LPCH Peds Epic). We will go with whichever Hospital value is most appropriate for the Adult or Pediatric study.
- If OC and Epic does not match, OnCore will remain the same; additional race might be added in OC if there are multiple races in Epic.
- There are around 1200 subjects’ records which need to be updated in OnCore, we will first update subjects with on-study date from 2018 to 2020.