Cancer Clinical Trials Office Blog

Is your study on accrual hold due to COVID-19?

If your study is suspended due to COVID-19 related measures, please submit a request to update in OnCore. OnCore needs to be updated for clinical research study tracking purposes and is required by School of Medicine.

You can request for protocol accrual status update via  OnCore Updates located on OnCore’s teams homepage on the CCTO webpage at http://med.stanford.edu/ccto.html

• Click Our Services –> OnCore
• Go to ‘Request OnCore Updates’ (on the right side bar) –> Click the ‘Update’ button.
• Select ‘Protocol Accrual Status Update’ option under ‘Purpose of the request’  and fill out the study information.
• Select ‘Suspended’ under ‘New Accrual Status for the protocol’  and enter the reason for accrual status change as ‘Other’.  In “If Other, please specify” comment box, please type COVID-19.

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.

Priority: 

• 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.

Forms section link: http://med.stanford.edu/ccto/staff-resources/coordinators-corner.html#forms

The ‘Transferred Date’  field is located on ‘On Study’ tab of a patient record.  This field is used when a patient who was enrolled on the same protocol at another institution was transferred to Stanford to complete the study in our facilities.  When a patient transferred out of Stanford or transferred another research protocol, the ‘Transferred Date’  field should remain blank. 

We are upgrading to a new version of OnCore and OnCore will not be available between February 14^th 4PM and February 17^th 8PM.  After Presidents’ Day, OnCore will look a little different from the current version.    Watch the 5 minute video to learn about changes you’ll notice when using the upgraded OnCore system, including highly recommended action items and verify your browser bookmark to OnCore; it should be “https://oncore.stanford.edu“

Please send your questions to ccto-oncore@stanford.edu.