Register new subjects in OnCore using their Stony Brook MRN, which electronically links the subject's OnCore study status to their Cerner PowerChart. This link is critical to patient safety: it lets the patient's PowerChart show that they are On Study.

Add your subject

  1. From your protocol, navigate to the CRA Console.
  2. Click Register Subject to open the registration page, and select Stony Brook University Hospital as your study site.
  3. In the Find Subject section, enter the MRN, birthdate, or last name to find the patient record in the EMR, then click Find.
  4. The matching record appears at the bottom of the page. Click the blue MRN hyperlink to pull the patient's demographics into the Subject Details panel, then click Add to add the patient to your study.

Enter and update the subject's status

Once a subject is added, document their progress through the study: Consent signing date, Eligibility determination date, On Study, On Arm, On Treatment, On Follow-Up (if applicable), and ultimately Off Study. If your study uses a calendar in OnCore, log the subject's visits into their calendar so that sponsor billing can proceed. See Calendar Subject Visits.

If your MRN search returns no results
The patient may not have had a medical visit logged in the EMR in the last three months. Do not create a new record. Contact OnCore Support for help registering the correct subject.
Studies that use false MRNs
Occasionally a study uses false MRNs because of the nature of the study, or because the subject is seen at another institution. Contact SBM OnCore Support before adding subjects this way so we can help ensure it is done correctly.

Need help?

Email OnCore Support, or return to the OnCore Support & How-To hub.