Clinical Trials on Profile Webpages

Managing Clinical Trials on a Profile Page

Beatrix allows you to manage various types of information associated with a person’s profile.

The following instructions will explain how to manage and edit the Clinical Trials of a person in their profile.

To begin managing the Clinical Trials included on a profile:

Visit Beatrix
Log in with your NetID and password
Click Profiles in the navigation at the top of the page.
Find and select the profile you want to edit (see https://ysmweb.atlassian.net/wiki/spaces/HELP/pages/1702395932 for more information).
Click the Clinical Trials button in the navigation on the left side of the page.

Your Yale clinical trials have been imported from Yale’s OnCore system (the software used by Yale Center for Clinical Information), so most of the information can not be directly edited.

You can and should add information about the trials that OnCore doesn’t provide, which will be detailed in these instructions.

In addition, you can add past trials that were led outside of Yale to your Past Trials section.

You can not add pending or future trials manually. That information must be imported by YCCI through their OnCore system.

Managing Existing Clinical Trials

Yale Clinical Trial information is imported from YCCI via the OnCore system, but there is some additional information that should be added to the trial via the Profile System.

The OnCore data does not include your Percent Effort and Cost Information.

You can add or edit that information by clicking on the trial name. The trial will open in a pop-up window for editing.

On this page, you can see the information imported from OnCore that you can’t edit. However, you can and should add and/or edit the following information:

Percentage Effort: Indicate what your percentage effort on the trial is.
- If this is not relevant, click the check box next to Not Applicable
Privacy: Indicate whether you want the trial to be Public or Private
Total Cost: Enter the total cost of the Trial
- Additionally, use the radio buttons to indicate whether the Cost is Per Patient or for the Project Period

When you have entered the information, click Update at the bottom of the page.

On the individual trial page, you can request a change to the OnCore trial information by clicking Request edit located near the bottom of the trial window.

Adding Past Clinical Trials

While you cannot add Pending or Current Clinical Trials, you can add Past Clinical Trials you were involved in at a non-Yale institution to you Clinical Trial information.

Even if they are in the past, you cannot add Yale clinical trials. Any Yale trial, past, present, or future, must go through YCCI.

To add a past Non-Yale Trial, click +Add Past Trial in the upper right corner of the Clinical Trials page, and you will be taken to the Add Past Clinical Trial page.

When indicating a trial’s Source, the Trial is either Yale University or Non Yale University. Any past Yale trial should be in the OnCore System, so Non Yale University is the only relevant choice.

However, if you try to add a trial that matches the ID (aka HIC ID) of a trial in the OnCore system, you will be shown an error message and a prompt to request to be added to that trial.
Click Request access to this trial as opposed to filling out the rest of the information.

When adding a past trial, the page looks like this:

All of the following fields are required:

Source: As discussed above, use the radio button to choose Non Yale University to add a Non Yale Clinical Trial
HIC ID/Trial ID: Enter the Trial ID.
- You will be notified is this ID is unique.
Title: Enter the Title of the Trial.
Percentage Effort: Enter your percentage effort for the trial.
- If this is not relevant, click the check box next to Not Applicable
Role: Choose your role in the Trial from the drop down menu that shows the following choices:
- Principal Investigator
- Sub-Investigator
- Affiliate Sub-Investigator
Privacy: Indicate whether you want the trial to be Public or Private
Total Cost: Enter the total cost of the Trial
- Additionally, use the radio buttons to indicate whether the Cost is Per Patient or for the Project Period
Project Dates: Enter the Start and End Dates of the Trial
Lead Sponsor Agency: Choose from the drop down list of Sponsor Agencies
- If the agency does not appear, click Request to add a new Agency...

When you are done entering you Trial details, click Save to add your clinical Trial.

Click Back to Clinical Trials to return to the Clinical Trials page.

Clinical Trials As They Appear on Websites

Only Current Trials appear on websites, even though you have the choice of Public or Private on each Trial.

Additionally, the only trials that will appear on websites for a profile are those with the status “open to accrual.”

In other words, trials that are accepting volunteers.

On profiles in the Yale Medicine website (yalemedicine.org), current trials that are “open to accrual” appear in the Related Clinical Trials section:

Current trials that are “open to accrual” show up in the Related Clinical Trials section (yellow) on the Yale Medicine website.

Trials recruiting and listing on medicine.yale.edu pages

Trials listings and recruitment content on lab, department or program pages must:

include the HIC#
be listed as Open to accrual

OnCore Support for Clinical Trials

YCCI oversees OnCore which is the database of record for clinical trials. For assistance with non-editable fields or trial status, email: oncore.support@yale.edu.