1. Scenarios for DER’s What Do I Do? Presented by: George Gilpatrick and Joe Lofgren

2. Selections

3. Problem: -You receive a selection list with names of people no longer employed

4. Selections Solution: -Check your roster first -Call the person in charge of the selection list -Fix it immediately

5. Selections Problem: -You are told to complete all testing by a certain date, but the new selection list doesn’t arrive until several days/weeks after testing ends

6. Selections Solution: -Demand that it be immediately fixed or -FIRE THE VENDOR

7. Selections Problem: -You don’t receive a selection list at all and there is no additional correspondence from the vendor

8. Selections Solution: -Demand that it be immediately fixed or -FIRE THE VENDOR

9. Selections Problem: -You don’t conduct enough random testing by the end of the year

10. Selections Solution: -Note why the testing was not complete -If you are in a consortium, disregard -Complete the MIS honestly, email FTA

11. The Draw

12. Problem: -Your name appears on the selection list

13. The Draw Solution: -Immediately notify the TPA, and modify the protocol for notification -If protocol had not been established or followed, a genuine notification did not occur

14. Notifications

15. Problem: Your TPA sends you a list of individuals to be tested, but the times they sent are nearly impossible

16. Notifications Solution: -Discontinue having the TPA send testing times that are specific to individual (but consider allowing them to suggest under- represented time blocks)

17. Sending Employees For Testing

18. Problem: -You don’t have the personnel to escort employees to the collection site

19. Sending Employees For Testing Solution: -Closely monitor the notification time and arrival time (which may legitimately differ from the testing time)

20. The Collection Site

21. Problem: Your employees arrive promptly, but have long waits before they are tested

22. The Collection Site Possible Solutions: -Request special consideration -Request honoring of appointments -Request expedited testing for Post- Accident and Reasonable Suspicion

23. The Collection Site -Consider on-site testing -Financial Incentive: extra cost may be net gain with saved time

24. The Collection Site Problem: -Your collection site opens after your service begins, and closes before your service ends

25. The Collection Site Possible Solutions: -Request special consideration per test -Schedule tests ahead of time -Ask a single collector to provide the service -Ask FTA for assistance

26. Post-Testing

27. Problem: Your test results are slow to arrive (>4 days)

28. Post-Testing Likely Causes for Delay: -Collector not transmitting Copy 2 of CCF -MRO verifying test results - should not cause systematic delays

29. Post-Testing Solution: -Only pay for completed tests Withhold payments to collection sites, TPA’s, and other vendors until you have a complete test --The collection of the specimen is only the half-way point of the testing process--

30. Anatomy of a Completed Test 1. Employer Copy of the CCF or ATF 2. MRO-verified result (non-verbal) 3. Errors corrected (if applicable) If you don’t have all of these, the test is NOT complete. Consider this when you receive the invoice.

31. Documents Receivable

32.  The employer copy of the CCF (Copy 4 – Blue Copy)  Complete in Steps 1-5  Legible

33. Documents Receivable  The MRO-confirmed results  Information corresponds to testing form, includes dates, time, donor (or ID #), results, and specimen number

34. Documents Receivable  Corrective affidavits or explanations from vendors  Acknowledgement of errors with reason  Incomplete information completed or corrected  If fatal, proof of error-correction

35. The MRO  “Hello, [DER]… this is Dr. Ackerly. I need to get in touch with one of your employees, and I’m having trouble contacting them. Can you please contact them and ask them to call me immediately? My number is…”  What do you do?

36. The MRO  “Hello, [DER]… this is Dr. Ackerly. I wanted you to know that your employee [relief- driver’s name] tested positive for marijuana…”  What do you do?

37. The New Cycle

38. Problem: -Your random selection lists are testing well above your requested rate

39. The New Cycle Solution: -Contact the vendor immediately and demand correction

40. Regulations & Audits

41. Regulations and Audits Problem: -During an audit/inspection/consultation, you are told that whatever you are (and have been) doing is incorrect

42. Regulations and Audits Solution: -Ask that the regulation be shown -Ask if it is required or a best-practice -Ask if it the personal preference of the individual (with no regulatory basis)

43. Regulations and Audits Additional Solution: -Contact FTA -Contact an Audit Team Leader -Contact the Volpe Hotline: Phone: 617-494-6336 Email: FTA.DAMIS@dot.gov