Clinical Research Invoicing Process

Provincial Implementation of the OnCore Clinical Trial Management System

To continue to improve the efficiency and quality of clinical trials conducted in Alberta, the University of Calgary has partnered with the University of Alberta, the Cross Cancer Centre, and Alberta Health Services to invest in the OnCore Clinical Trial Management System (CTMS). The OnCore CTMS is a secure, web-based system that centralizes and streamlines the management of prospective clinical research studies. This provincial initiative is the result of an unprecedented collaboration between these four stakeholders, led by the University of Calgary and supported by a $2 Million implementation grant from Alberta Innovates and the Alberta Government (Jobs, Economy and Northern Development).

Implementation of OnCore in Alberta commenced two years ago, and today the system is integrated with key platforms including the IRISS and ARISE ethics systems, the Connect Care clinical information system, and the UC PeopleSoft system, making it a central component of clinical research in Alberta.  Many research teams have started using OnCore for their clinical trials and appreciate what the system offers: “Really enjoying it! Support is amazing and appreciated. We’re transitioning all our studies and look forward to exploring more advanced functions.” “Billing is remarkably efficient and helpful. We’re delighted.”

In the next phase of implementation, researchers conducting clinical trials at the University of Calgary will be required to use OnCore to manage their studies

Study Eligibility:

Connect Care In-system Studies and / or Studies requiring UC Accounts Receivables (invoicing or receipt of automated payments)

Mandatory OnCore Use:

  • New studies: As of April 1st, 2023, use of OnCore is mandatory for all NEW eligible clinical trials.
  • Existing studies: At this stage OnCore use is highly encouraged but not mandatory for existing eligible studies.

New Invoicing Process April 1, 2023:

  • Clinical Research Invoicing:  With the OnCore–PeopleSoft integration now in place, the process for creating and submitting invoices for clinical trial activity to sponsors is changing. This integration allows study invoices to be generated in OnCore and pushed to PeopleSoft, making it unnecessary to complete invoice request forms and submit them to Finance. Studies already in OnCore will use the automated invoicing functions.
  • Effective April 1, 2023  Clinical Trial invoicing will be supported by the Calgary Centre for Clinical Research (CCCR). The CCCR will process invoice request forms while research teams migrate eligible studies to the OnCore Clinical Trial Management System. 
  • The new Invoice Request Form for Clinical trials can be found at https://www.ucalgary.ca/finance/finance-forms .
  • Invoice request forms related to clinical trials should be directed to the Calgary Centre for Clinical Research (CCCR) at CCCRinvoicing@ucalgary.ca.

Other Actions required:

  • Complete OnCore Training: The Provincial OnCore Support Team (POST) is pleased to assist with training and building your studies in OnCore. They may be reached at OncoreSupport@ucalgary.ca
  • ACTION: Sign up for training and expect to be contacted by the Provincial OnCore Support Team (POST) about your new studies if they are eligible for OnCore.
  • Start Working in OnCore: Keep your protocols up to date, register your participants, verify their visits, and track your study financials in OnCore. This core functionality of the CTMS replaces the need to maintain spreadsheets.
    • ACTION:  Keep study records up to date in OnCore.