UWCCC Research
Resource for Researchers

January 2019 User Group Meeting

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JIRA REPORTS

  • We are slightly ahead of the curve in processing requests.
  • We have caught up on the backlog since we have started using Jira (back in August).

NEWS/UPDATES

  • OnCore Steering Committee
    • This is a new meeting between CR Leadership, Faculty, and IT4C to determine what should be prioritized.
      • Each possible item will be ranked.
    • Q: Who is on the committee?
      • A: Sarah Stewart, Vickie Martorelli, Marc Buehler, Everlyne Nkadori, Renae Quale, Christopher Mulhern, Anne Traynor, Jenny Dawson-Tibbits, Meredith Luschen, Dusty Deming, James Wong, Ben Moderson-Kox
  • Upgrade
    • We’re currently evaluating the possibility of going to v15.4 vs. v15.3.
      • Advantages: More features, higher priority for Forte
      • Disadvantages: Might require additional testing, delays
    • Q: What kind of delays would be possible?
      • A: Upgrade will not be as late as end of year. Q1/Q2 most likely, depending upon which version we select.
    • See snapshot of the 15.4 Release Highlights from Forte’s website at the end of this document
  • SSO
    • We are looking into switching over to SSO soon after upgrade.
  • DFDs
    • We are already updating the DFDs based on your feedback, but we are also considering reviewing the DFDs as a whole in a day-long workshop.
    • Send us any DFDs you think need updates/clarification.

PARTICIPATING NETWORKS

  • Within the PC Console > Institutions, Participating Networks are selectable.
  • Per the DFDs, this is a conditional field, based on whether one of the networks in the field applies to your study.
  • We’re proposing to expand upon this list to gather additional data.
  • Q: Are there any studies that you would like to see added?
    • A: Jenny W.: PBMTC is missing from this list.
      • Emily has made a note of this.
  • Q: Will this work be performed at the DOT level?
    • A: Sarah: This will be in the DFDs. It’s easier now, since this information is available on the CTSN website.
  • We’ll be updating the DFDs, OnCore lists, and queries (if applicable).
  • Q: Would this be on the New Protocol No. Request form?
    • A: Emily: Right now, the group goes in and does it themselves, but Emily will follow up with Jess to be sure.
  • Please email Emily with any network suggestions.
    • See latest list of networks in the attached ppt

NOTABLE DFD/QUERY UPDATES

  • Collaborators
    • The erroneous collaborator queries have been fixed.
    • If you have any left on your report, check the roles that go with both the collaborator and the group record.
    • The DFD will be updated with further clarity.
  • Insurance
    • Insurance information is no longer required to be recorded for affiliate accruals or on non-treatment trials.
    • The DFD has been updated.

ADDITIONAL IDENTIFIERS

  • ‘Kit ID’ has been added as an additional subject identifier, which any group can use.
  • This identifier field is customizable: if there’s something you want to track at the subject-level in OnCore, let us know.

ADDING ADDITIONAL PROCEDURES IN SUBJECT VISIT UPDATE

  • If you must add additional procedures to a subject visit in OnCore, please follow the guidance on the KB:https://kb.wisc.edu/uwccc/internal/page.php?id=42260
  • Additional information and examples are available in the attached Billing Slip Information document.

SUBJECT VISIT – ADDITIONAL PROCEDURES – BILLING SLIP ISSUES:

  • We have a situation where a Study Coordinator needs to add a procedure to a subject visit that is not scheduled for that visit. Billing slip issues occur when the item’s hyperlink is not activated so the study coordinator can add the appropriate items and cost centers where the procedure items took place. The UWMF Billers receive the bill slip and cannot process it due to the lack of data and must send an email to the Study Coordinator, and CC the Finance, and Calendar Builders to obtain this information. Most users do not view the bill slip before it is emailed to the UWMF Billing team so are not verifying the data being sent is accurate. Please review the steps, documented below, on how to add a procedure to a visit to ensure we are sending accurate bill slips the the UWMF Billing team.
  • Billing Slip Information

Situation:

An OnCore user needs to add a procedure to a subject visit that is not scheduled for that visit.

Issue:

Issues occur when the user does not select the Items hyperlink to add the appropriate items and cost center where those procedure items took place.

Result:

The bill slip lists the Procedure/Item, has “No Code Specified” in the Billing Code field and there is no data in the following fields; Quant., SOC Modifie, Procedure Date, Additional.

The UWMF Billers receive the billing slip and are unable to process the slip. They send an email to the Study Coordinator, and CC the Finance, and Calendar Builders to obtain this information.

AOB?

  • UGM Topics Trello Board: https://trello.com/b/C9qFv50U/ugm-topics
    • Since we are tracking most issues in Jira, we want to ensure we’re not neglecting issues that are entered into the UGM Topics board.
    • We are proposing retiring this board.
      • Any issues that still need to be addressed should be submitted as Jira tickets.
    • Let OST know if you have any questions or concerns about this process.
  • Q: What about these Caution: External emails we’re now getting from OnCore?
    • A: OST is looking at the new DMARC email settings with Forte. We will update you when we know more.