• Selecting competent testing facilities is an important component of a company’s DOT testing program compliance.
• Employers should consider several factors before choosing a service provider.
• Creating a checklist of questions on cost and services is beneficial when vetting providers.

Company compliance depends on reliable service providers. As employers create and maintain a Department of Transportation (DOT) testing program, one important component is the selection of competent testing facilities.

Remember, any errors that service providers make are still employer mistakes because the company is the DOT-regulated entity. Before creating a contract with a specific facility, consider the following:

Knowledge: By physically visiting a potential collection site, a company will be able to determine the level of understanding its staff has about the collection process, the regulations, and DOT protocols. Don’t underestimate a gut feeling of the collection site’s competency. How collectors respond to questions will reveal an ability to carry out the company’s compliance efforts. Employers have the right to ask about the training and qualifications of the collectors. The collection site is supposed to be prepared to show training documentation to employers wishing to utilize or currently using its services.

Layout: Employers who visit a potential collection site should take note of the physical layout of the facility. Does it meet the requirements for privacy and security set forth in 40.221 and 40.223 for alcohol tests and 40.42, 40.43, 40.47, and 40.48 for drugs? The convenience of the location, distance from the terminal, and hours of operation may play a factor in the company’s selection. A company might inquire about portable services versus fixed locations. This service may be available for both terminal visits and dispatches to post-accident scenes.

Cost and services: A checklist of the items that the company wishes to ask to determine available services, costs associated with each, and price breaks if the company assumes some of the responsibilities will assist in facility selection.

Provided below are some basic questions to pose as you consider your current and/or prospective collection sites:

• Do they offer both drug and alcohol testing?
• Do you offer both urine and oral-fluid drug testing?
• Are they willing to come onsite for an after hours’ collection?
• May you set up appointments?
• Do hours of operation work with your current shifts?
• Will they remain open beyond business hours in the event of a shy bladder?
• Are they able to provide training records for personnel, including refresher and error correction training?
• Is the location convenient? Does it offer parking?
• Will they provide references from other DOT-regulated employers
• What is the method/frequency of sending paperwork to the motor carrier?
• Will they keep a reserve of the preprinted employer-specific forms for you at the collection site?

You also need to make sure they are using the appropriate DOT-approved forms, drug collection kits, and alcohol testing devices. You may wish to ask for the model numbers of the alcohol testing devices and compare them against the official list.

Other questions to ask the collection site:

• Do employers have a choice of labs to send the specimens to, or is the company locked into a preferred lab and subsequently its set fee?
• Do employers have a choice of medical review officers (MROs), or is the company locked into a preferred MRO and subsequently the MRO’s fee?
• If they offer both urine and oral-fluid (saliva) drug testing, are collectors cross-trained on each testing method? You need to know availability of staff in the event you have opted to use an alternate testing method, when applicable. Are they equipped to handle the request?
• Does the facility offer both saliva screening alcohol tests and evidential breath alcohol testing? Inquire as to the training the collection site has provided its alcohol testing personnel for each testing method. Ask if personnel are cross-trained on each testing method to know availability of staff.

Handling problems in testing. Even though infrequent, there may be instances in which something out of the ordinary happens during testing. You need to make sure your collection site knows and is following appropriate DOT procedures.

Following are some additional questions to pose to your service providers:

• Do they have same gender observers readily available?
• Will they provide a name as a primary contact at the collection site for questions or concerns?
• Is there a secure means of providing information to and from the collection site?
• What procedures are in place to handle and communicate refusals to test (e.g., belligerent donor, showing up late, substitutions, adulteration attempts, etc.)?
• Is the facility willing to provide proof of error correction training in the event a collector’s actions results in a canceled test?

It is important to get the facts before making a decision. Unfortunately, in some rural areas, choices may be limited. Nevertheless, make sure the local clinic or hospital can perform DOT tests in accordance with the regulations. If those facilities are not, a company’s drivers may need to travel a certain distance to reach a facility that has properly trained technicians and properly equipped facilities. This is probably more applicable to alcohol testing since only DOT-approved alcohol equipment may be used.