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Selections
Solution:
-Check your roster first
-Call the person in charge of the selection list
-Fix it immediately
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
Selections
Problem:
-You don’t receive a selection list at all
and there is no additional correspondence from the vendor
Selections
Solution:
-Note why the testing was not complete
-If you are in a consortium, disregard
-Complete the MIS honestly, email FTA
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
Notifications
Problem:
Your TPA sends you a list of individuals to be tested, but the times they sent are nearly impossible
Notifications
Solution:
-Discontinue having the TPA send testing times that are specific to individual (but consider allowing them to suggest under- represented time blocks)
Sending Employees For Testing
Problem:
-You don’t have the personnel to escort employees to the collection site
Sending Employees For Testing
Solution:
-Closely monitor the notification time and arrival time (which may legitimately differ from the testing time)
The Collection Site
Problem:
Your employees arrive promptly, but have long waits before they are tested
The Collection Site
Possible Solutions:
-Request special consideration
-Request honoring of appointments
-Request expedited testing for Post- Accident and Reasonable Suspicion
The Collection Site
-Consider on-site testing
-Financial Incentive: extra cost may be net gain with saved time
The Collection Site
Problem:
-Your collection site opens after your service begins, and closes before your service ends
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
Post-Testing
Likely Causes for Delay:
-Collector not transmitting Copy 2 of CCF
-MRO verifying test results - should not cause systematic delays
Post-Testing
Solution:
-Only pay for completed testsWithhold 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--
Anatomy of a Completed Test1. 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.
Documents Receivable
The employer copy of the CCF (Copy 4 – Blue Copy)
Complete in Steps 1-5
Legible
Documents Receivable
The MRO-confirmed results
Information corresponds to testing form, includes dates, time, donor (or ID #), results, and specimen number
Documents Receivable
Corrective affidavits or explanations from vendors
Acknowledgement of errors with reason
Incomplete information completed or corrected
If fatal, proof of error-correction
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?
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?
Regulations and Audits
Problem:
-During an audit/inspection/consultation, you are told that whatever you are (and
have been) doing is incorrect
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)
Regulations and Audits
Additional Solution:
-Contact FTA
-Contact an Audit Team Leader
-Contact the Volpe Hotline: Phone: 617-494-6336Email: [email protected]