Fill Out a Valid Drug Screen Form

Drug Screen - Usage Guide

Filling out the Federal Drug Testing Custody and Control Form is a critical step towards ensuring a proper and compliant drug testing process. This form serves as a detailed record from the collection of the specimen through to the analysis and reporting of the test results. By carefully following the instructions, one can ensure that all the necessary information is accurately captured, which is essential for maintaining the integrity of the testing process. Below are the steps needed to correctly fill out the form.

1. Step 1: Completed by Collector or Employer Representative
   • Enter the Employer Name, Address, and I.D. No. in section A.
   • Provide the MRO (Medical Review Officer) Name, Address, Phone, and Fax No. in section B.
   • In section C, fill in the Donor's SSN (Social Security Number) or Employee I.D. No.
   • Specify the testing authority by checking the appropriate box in section D (HHS, NRC, DOT – and if DOT, specify the agency such as FMCSA, FAA, etc.).
   • Select the Reason for the Test in section E and specify if it is 'Other'.
   • Indicate which Drug Tests are to be Performed in section F, choosing from the list or specifying other tests if needed.
   • Fill in the Collection Site Name, Collection Site Code, Address, Collector Phone No., City, State, Zip, and Collector Fax No. in section G.
2. Step 2: Completed by Collector (Make remarks when appropriate)
   • Check the appropriate boxes regarding specimen temperature, collection type, and if the collection was observed, making any necessary remarks.
3. Step 3: The collector then affixes bottle seal(s) to the bottle(s), dates the seal(s), and has the donor initial the seal(s).
4. Step 4: Chain of Custody
   • The collector initiates this section, filling in their name, the date and time of collection, and the name of the delivery service to which the specimen bottle(s) were released.
5. Step 5: Completed by Test Facility
   • The receiving laboratory or Initial Testing Facility (ITF) confirms if the bottle seal is intact and makes any necessary remarks.
6. Step 5A: Primary Specimen Report
   • This section is completed by the test facility, where the certifying scientist signs off on the analysis results.
7. Step 5b: Completed by Split Testing Laboratory
   • If a split test was conducted, the laboratory conducting the reconfirmation test completes this section, including any remarks on the failure to reconfirm.

After completing these steps, it's important to press hard on the form because multiple copies are being made, ensuring all parties receive a legible copy. The form also notes to keep a careful chain of custody and follow Federal requirements throughout the process, ensuring the integrity and validity of the test results.

What is the purpose of the Federal Drug Testing Custody and Control Form?

The Federal Drug Testing Custody and Control Form (CCF) is designed for use in work-related drug testing scenarios, including pre-employment screening, random testing, reasonable suspicion/cause investigations, post-accident analysis, return-to-duty evaluations, and follow-up tests. This form serves as the official documentation ensuring that the entire process from specimen collection through the lab analysis is performed with integrity, accuracy, and in compliance with federal regulations. It provides a record of the chain of custody of the specimen, documenting each person who handles the specimen through its journey from collection to the lab analysis and reporting.

Who is required to complete the different steps outlined in the form?

Step 1 of the form is meant to be filled out by the collector or an employer representative. This part captures critical information such as employer details, the Medical Review Officer (MRO)'s information, the donor's Social Security or Employee ID number, the testing authority and reason for the test, as well as the designated drug tests. Step 2 is for the collector to complete, documenting the specimen collection process, including temperature checks, type of collection, and any remarks. Step 3 involves the collector securing the specimen with a seal which the donor then initials. Step 4 marks the point where the collector officially hands off the specimen to a delivery service for transport to the testing facility, documenting the chain of custody. Finally, the results are processed and documented in Step 5 by the testing facility and potentially a second testing facility if a split sample analysis is required.

What is the significance of specimen temperature, and why is it checked?

The temperature of a urine specimen is a critical parameter that is checked within four minutes of collection to ensure its authenticity. An acceptable temperature range is between 90° and 100° Fahrenheit (32°- 37°C). This check helps to verify that the sample is fresh and has not been tampered with, substituted, or altered in any way. A temperature outside of this range might indicate potential fraud or contamination of the sample, warranting further investigation or a direct observation re-collection.

What do the terms "Split" and "Single" under the collection type mean?

"Split" and "Single" refer to the types of specimen collection methods. A "Split" collection involves dividing the urine specimen into two separate bottles, designated as the primary and the split specimen. This method allows for a second analysis to be conducted, if needed, either for verification of the initial test results at a different lab or if the original results are challenged. A "Single" collection means that the urine sample is collected in only one bottle and there is no secondary specimen available for retesting. The choice between these methods depends on the specific requirements of the drug testing program or the employer’s policy.

How does the Chain of Custody process work?

The Chain of Custody (CoC) process is a procedural safeguard that ensures the integrity, security, and traceability of the drug testing specimen from the moment of collection through to the lab analysis and reporting of results. Each individual who handles or takes responsibility for the specimen must document their actions and any changes to the specimen's status on the CCF. This includes documenting the transfer of the specimen from the donor to the collector, the seal of the specimen container, the handover to the courier, its receipt at the laboratory, and during analysis. The CoC helps prevent tampering, contamination, or mishandling of the specimen, ensuring the reliability of the test results.

Can an employer specify the type of drug tests to be performed?

Yes, an employer can specify the type of drug tests to be performed, as indicated in Section F of the Federal Drug Testing Custody and Control Form. The form allows for the selection of standard drug panels such as THC, COC, PCP, OPI, AMP (reflecting marijuana, cocaine, phencyclidine, opiates, and amphetamines, respectively) or any combination thereof. Employers can also request additional tests or specify particular substances by selecting "Other" and providing details. The selection is often guided by federal regulations, industry standards, or company policy, particularly for positions that are safety-sensitive or regulated by specific federal agencies.

One common mistake that arises when filling out the Federal Drug Testing Custody and Control Form is the improper documentation of the employer's and Medical Review Officer's (MRO) details, including names, addresses, and identification numbers. This mistake can lead to confusion and delays in the review and reporting process. Ensuring that these details are correctly entered is crucial for the smooth handling and processing of the test results.

Another area where errors frequently occur is in the specification of the testing authority and the type of tests to be performed. Some individuals mistakenly leave these sections incomplete or incorrectly specify the DOT agency involved or the drugs for which the testing is required. This can result in unnecessary delays and sometimes the need for retesting if the wrong type of test is conducted initially.

Incorrect or incomplete recording of the donor's Social Security Number (SSN) or Employee ID Number is also a common mistake. This critical information links the test to the individual, and any error in this area can compromise the integrity of the test results, leading to misidentification or loss of vital data.

Errors made in the collection site information, including the name, address, and contact details of the collection site, can also pose significant problems. This information is vital for any necessary follow-ups or clarifications. Mistakes in this section can hinder communication and delay the overall testing process.

The failure to properly document the specimen temperature within the required timeframe is another common error. This step is crucial to validate the sample's integrity. Neglecting this step or recording it inaccurately may result in the specimen being rejected or questioned, affecting the credibility of the test results.

Lastly, collectors and donors often make mistakes in the chain of custody section. This includes improperly affixing or initialing the bottle seals and inaccurately completing the chain of custody documentation. These errors can lead to questions about the sample's security and integrity, potentially invalidating the test results. Ensuring that each step in this process is completed correctly and thoroughly is essential for maintaining the test's validity and trustworthiness.

In conjunction with the Drug Screen Form, a variety of other documents and forms are often utilized to ensure compliance with legal requirements, maintain accurate records, and support the overall process of employment-related drug testing. These documents serve various purposes, from providing consent and understanding of the drug testing policy to reporting and analyzing the results.

• Consent Form for Drug Testing: This document is signed by the employee or job applicant, providing their consent and acknowledgment of understanding the drug testing policy and procedures.
• Employee Drug Testing Policy: A comprehensive document detailing the company's stance on drug usage, testing procedures, consequences of positive tests, and the support available for those struggling with substance abuse.
• Chain of Custody Form: This form records the handling of the specimen from the time it is collected until it is disposed of. It ensures that the sample is accurately tracked throughout the testing process.
• Medical Review Officer (MRO) Report: Prepared by a qualified MRO, this report reviews the drug test results. It interprets and verifies the results, taking into consideration any medical explanations provided by the individual.
• Substance Abuse and Mental Health Services Administration (SAMHSA) Guidelines: Although not a form, these guidelines are vital for ensuring that drug testing programs adhere to federal standards, especially when testing is mandated by law.
• Return-to-Duty Agreement: Following a positive drug test, an employee may be required to sign this agreement before returning to work. It typically outlines the terms for returning to the job, including follow-up testing and counseling requirements.
• Follow-Up Testing Schedule: This document outlines the schedule for any required follow-up drug tests. It is often used after a positive test result or as part of a return-to-duty agreement.

Together, these documents create a framework that supports the integrity and fairness of the drug testing process. They ensure that tests are conducted properly, results are accurately reported and interpreted, and individuals' rights are protected throughout the process.

The Employment Application forms share commonalities with the Federal Drug Testing Custody and Control Form, especially in the collection of personal and sensitive information. Employment applications often require prospective employees to provide personal identifiers, similar to the donor SSN or Employee ID No. mentioned in the Drug Screen Form. Both documents serve to verify the individual's identity and eligibility for a certain position, with the difference being the specific context in which the information is used.

Background Check Authorization forms, just like the Drug Screen Form, are tools used by employers to ensure the suitability of a candidate for employment. Where the Drug Screen Form focuses on verifying the absence of prohibited substances in an applicant's system, Background Check Authorization forms seek to verify the accuracy of information provided by the applicant and to uncover relevant legal and financial history. Both are integral to the hiring process and require the explicit consent of the applicant.

Medical Release forms and the Federal Drug Testing Custody and Control Form both involve handling sensitive personal health information. Medical Release forms allow the sharing of an individual's health history between healthcare providers or with an employer under certain conditions, similar to how test results are communicated through the Drug Testing process. Both types of documents are governed by privacy regulations that protect the individual's information.

Consent forms, used in various contexts, bear a resemblance to the Drug Screen Form in their function of acquiring explicit permission from an individual to proceed with a certain action. Whether it's for participation in an activity, research, or medical procedure, consent forms, like the Drug Screen Form, ensure that the individual is fully informed and agrees to the terms set forth, acknowledging potential risks and benefits.

Employee Orientation Checklists often complementary to the Drug Screen Form, are utilized to guide new hires through the initial stages of employment, ensuring they complete all necessary paperwork, including drug testing if required. While the orientation checklist is broader in scope, covering various aspects of onboarding, the inclusion of drug testing highlights its importance in the overall process of integrating into a new work environment.

Incident Report forms serve a distinct purpose but relate to the Drug Screen Form through their use in documenting specific events. In the context of workplace accidents, an Incident Report may trigger the need for a post-accident drug screen to determine if substance use was a contributing factor. Both forms are critical in maintaining workplace safety and compliance with policies.

Return-to-Work forms, often used in coordination with Drug Screen Forms, are necessary when an employee is ready to resume duties after a period of absence due to illness, injury, or suspension. The completion of a drug test, documented through the Drug Screen Form, may be a prerequisite to filling out a Return-to-Work form, ensuring the employee is fit to return to their responsibilities.

Confidentiality Agreements, while not directly related to the substance of the Drug Screen Form, share the theme of handling sensitive information with care. Just as Confidentiality Agreements protect the proprietary information and privacy of the parties involved, the Drug Screen Form ensures that the results of drug tests are handled in accordance with privacy laws and regulations, maintaining the confidentiality of the individual's test results.

Performance Review forms, essential to evaluating an employee's work over a given period, intersect with the Drug Screen Form in scenarios where job performance may be impacted by substance use. While Performance Reviews assess an array of competencies and achievements, the results from a Drug Screen could inform aspects of the review, particularly if job performance is suspected to be affected by drug use.

Occupational Health and Safety Assessment forms aim to ensure a safe work environment and may require drug testing as part of their safety protocol, similar to the preemptive measures seen in the Drug Screen Form. Both documents are crucial in identifying risks and ensuring that individuals are in a condition that supports a safe and productive work environment, directly contributing to occupational health and safety standards.

When filling out a Drug Screen form, it’s essential to pay attention to detail and follow specific guidelines to ensure the accuracy and validity of the screening process. Below are things you should and shouldn't do when completing the form.

Do:

• Verify the form version for currency and compliance with Federal requirements, as indicated with the form identification QD20315-FED, revised 10/10.
• Ensure all sections are completed accurately, including employer and Medical Review Officer (MRO) details, specimen ID, and test authority.
• Accurately specify the reason for the test and the types of drug tests to be performed, reflecting the intended scope of the screening.
• Make sure the collection site information is complete and correct, including site name, code, address, and collector's contact details.
• Check the temperature reading entry (if applicable) and collection type to ensure they meet the standard requirements.
• Ensure the donor’s initials are placed on the seal of the specimen bottle(s) for verification and chain of custody maintenance.
• Double-check that all dates, times, and signatures are filled out correctly, following the chain of custody protocols.

Don't:

• Leave any fields blank that are applicable to the specific drug screen process being conducted.
• Forget to specify the Department of Transportation (DOT) agency under the testing authority if the test is DOT regulated.
• Misidentify the type of test or select an incorrect reason for testing, as this may lead to non-compliance with Federal regulations.
• Overlook the necessity to mark the correct response regarding the specimen temperature and collection remarks, if applicable.
• Allow the donor to leave without initialing the bottle seal(s), as this compromises the integrity of the specimen.
• Fail to examine and confirm that the bottle seal is intact upon receipt at the testing facility, as required in Step 5A.
• Omit or inaccurately enter information regarding the receipt, handling, and analysis outcomes in Steps 5A and 5b, compromising the chain of custody and test validity.

When navigating the complexities of Federal Drug Testing Custody and Control Forms, a number of misconceptions often arise. Understanding these can ease concerns and clarify the procedure for individuals undergoing testing.

• Misconception 1: Only individuals suspected of drug use are tested.

  This belief misunderstands the broad application of drug testing mandates. Federal guidelines dictate a variety of circumstances under which testing is required, extending beyond reasonable suspicion. This includes pre-employment screening, random testing, testing following accidents, and as part of the return-to-duty process or ongoing follow-up. These protocols aim to ensure safety and compliance within industries, not to single out individuals based on suspicion alone.

• Misconception 2: The form allows testing for any drug under the sun.

  Contrary to some beliefs, the testing is highly regulated and specific. The form outlines particular substances for which testing is authorized, including THC, COC, PCP, OPI, AMP among others, with provisions to include or exclude certain substances as per applicable laws or organizational policies. This counters the notion that employees could be tested for a broad, undefined range of substances, highlighting the structured and regulated nature of this process.

• Misconception 3: All failed tests lead to immediate termination.

  Another common misconception is that a positive test result automatically results in job loss. In truth, the consequences of a positive result vary widely and can include options such as rehabilitation and additional follow-up testing, especially in the context of return-to-duty processes. Employers often have policies that are designed to support rather than penalize employees, promoting a safe and healthy work environment.

• Misconception 4: Test results are shared widely with any interested party.

  The handling and dissemination of test results are subject to strict confidentiality regulations. Information regarding the outcome of a drug test is shared with authorized entities only, such as the employer, the Medical Review Officer (MRO), and possibly the Department of Transportation (DOT) or other relevant agencies depending on the specific regulatory context. This limited sharing serves to protect the privacy of individuals undergoing testing.

Overall, understanding these key aspects of the Federal Drug Testing Custody and Control Form can demystify the process and highlight the procedural safeguards designed to ensure fairness, accuracy, and privacy.

When dealing with the Federal Drug Testing Custody and Control Form, there are several critical aspects to keep in mind to ensure the process is handled correctly and efficiently. Below are four key takeaways about filling out and using the Drug Screen form.

• Accurate Information is Key: It is vital to ensure all the information provided in the form is accurate and complete. This includes the employer's name, address, ID number, the Medical Review Officer (MRO) details, and the donor's Social Security Number or Employee ID Number. Inaccurate or incomplete information can lead to processing delays or the invalidation of the test results.
• Specifying the Test Authority and Reason: Clearly specify the testing authority (e.g., HHS, NRC, DOT) and the DOT agency if applicable (e.g., FMCSA, FAA). Also, accurately indicate the reason for the test, such as pre-employment, random, post-accident, or reasonable suspicion, among others. This is critical for ensuring the test is conducted under the correct legal framework and for the proper assessment of results.
• Procedure Compliance: The collection procedure, which includes reading the specimen temperature within four minutes and determining whether it falls within the acceptable range of 90° to 100° F, plays an essential role in the validity of the sample. Also, whether the collection was observed and whether it was a split or single specimen needs to be accurately documented. Failure to comply with these procedures can compromise the integrity of the test results.
• Chain of Custody Maintenance: The form serves as a documentary evidence of the chain of custody from the point of collection to the laboratory testing and reporting. Each step, from the collector affixing bottle seals and obtaining donor initials to the final handling in the testing facility, must be diligently completed and signed off by the respective individuals handling the specimen. This is crucial for maintaining the integrity of the specimen and the validity of the test results.

Adherence to these guidelines will help ensure the drug screening process is conducted professionally, fairly, and in compliance with federal regulations. This not only facilitates a smooth testing process but also supports the accuracy and reliability of the results obtained.