🔴 Product Training Day 1 (6/22/26) -------------------------------------------- name * address* age *experience* hobbies 🙎‍♀️ Miss Krystill Baldomar Tapinit (Taming) - Trainer Meeting ID via Teams 49845877544296 PN6tE9Hp 📌DISA founded on 1996 what is DISA WORKS >a company that provides workplace screening services such as drug and alcohol testing, background checks, and compliance programs for employers. Many companies use DISA to manage pre-employment, random, and post-incident drug testing requirements. TPA (Third-party administrator) – A service agent that provides or coordinates the provision of a variety of drug and alcohol testing services to employers. C/TPAs typically perform administrative tasks concerning the operation of employers' drug and alcohol testing and background screening programs. DCC (DISA contractor consortium) – DCC manages reciprocal policies and programs around the requirements of various owners, operators, safety councils, or federal regulatory agencies. DOT (Department of Transportation) –This agency oversees the federal highway, air, railroad and other transportation administration functions. The Department of Transportation creates the rules and regulation for entities and individuals who are involved in the transportation industry. Contractor Employer- A company that assigns contractor employees to work at participating owner facilities. DISA's Client. May be referred to as: Client, Employer, Contractor Employer, DER. Employee -A person who has been hired as an employee by a contractor employer. May be referred to as: Employee, Consumer, Applicant, Donor. Owner -Owner of an industrial facility who utilizes the services of Contractors and chooses to participate in specific programs and accepts individual statuses in the respective program as confirmation of compliance. May be referred to as: Owner, Refinery, Owner Refinery, Project, Job Site. Collection Site -A place selected by the employer where employees go to provide a urine, hair, or oral fluid specimen or breath alcohol for a drug/alcohol test. DER -Designated Employer Representative employed by a DISA Account Holder (Client) who has been authorized to manage DISA Records. A DER ensures adherence to policy and is responsible for the interpretation of Anti-Drug and Alcohol Misuse Prevention Policy. Laboratory -A U.S. laboratory certified by HHS under the National Laboratory Certification Program as meeting the minimum standards of Subpart C of the HHS Mandatory Guidelines for Federal Workplace Drug Testing Programs; or, in the case of foreign laboratories, a laboratory approved for participation by DOT under this part. MRO (Medical Review Officer) – A person who is a licensed physician and who is responsible for receiving and reviewing laboratory results generated by an employer's drug testing program and evaluating medical explanations for certain drug test results. RTD (Return-to-Duty) – An employee who has been removed from duty because of a violation (i.e., a positive drug test) and is “inactive” or “non-compliant” must successfully complete this process before he/she can be considered for return to duty or become “active” employee. DISA's RTD dept. helps clients and individuals through this involved process. SAP (Substance Abuse Professional) – A person who evaluates employees who have violated a DOT or non-DOT drug and alcohol regulation and makes recommendations concerning education, treatment, follow-up testing, and aftercare. The DISA Return to Duty department will give positive confirmation regarding SAPs. Non-Negative -A result that is not negative. In other words, the test cannot accurately determine that no drugs are present in the testing subject's specimen. CCF -A five-part paper custody and control form (CCF) – the required document used for drug test ordering and collections. Used in the drug testing program to track the handling and transfer of each urine, hair or oral fluid specimen collection until its final disposition at the laboratory. May also be known as: Chain of Custody Form. 🚫 Confidentiality 🚫 -Safeguarding DISA, the Consortium and clients is top priority. ✅ Things we CAN say ✅ 1. Employee drug testing status (active, inactive retest etc.) 2. Employee test pending MRO (no test details though) 3. Employee needs to speak to RTD 4. Employee drug/bg status to owner refinery 5. Employee background status (active, inactive) 6. Employee background score 7. Client account information to DER’s listed on account. 8. Missing consent forms 9. Owner Refinery Requirements 10. How employees can request BG copies or dispute BG results ❌ Things we CAN’T say ❌ 1. Test Result Detail (Ex; Test Date, Client/Employer Name and Drug/Alcohol Results) -Only DER’s with appropriate credentials can access test results via DISA Works. 2. Background Result Details (Ex; Any Details on Criminal Records Returned) -This information is available via DISA Works to anyone who has the appropriate credentials. 3. Client account or DER information to DER’s not listed on account 4. Drug/Alcohol testing history performed with other clients 5. Employee past employer information to current employer/client 6. Client account information to employees (current or past) 7. Username or passwords – This should only be delivered via system generated emails from DISA Works. 📝 Status Definition📝 Active - In random pool Active (Temporarily) -Alcohol test received, waiting on the drug test. (good for 7 days) Inactive Retest -Requires an updated test, missed a random test. Inactive Not on File -Never been a member, test needed. Inactive Pending -Employee record created but no test on file, test needed. Temporary Inactive -Test pending MRO approval. MRO need to speak w/employee. Inactive -Needs to contact Return to Duty (RTD). Deactivated/Terminated -Not in the contractor's/client's random pool. **************************************************************** 🪼🐋🐬➰🌀🫧🌊🐚🪼🐋🐬➰🌀🫧🌊🐚🪼🐋🐬➰🌀🫧🌊 🔵 Product Training Day 2 (6/23/26) Owner Refineries – 📍General Information 📍 → Owner of an industrial facility who utilizes the services of Contractors and chooses to participate in specific programs/policies and accepts individual employee statuses in the respective program/policies as confirmation of compliance. • May be referred to as: Owner, Refinery, Owner Refinery, Owner Facility, Project, Job Site. • Upstream owners accept multiple various policies. Required employee policy status is typically determined by the employee’s job function on site. • Owner refineries that accept/mandate the DCCHT policy will accept NASAP as well. • Clients can utilize DCCHT w/randoms to meet DCCHT without randoms. •You can utilize “Just Checking Employee Status” to confirm the employee’s status for owner. •A Client or employee may inquire about a status for a particular owner refinery. For instance, they state they are not active for Exxon or are being denied access. > Locate Employee Record >Locate Owner Refinery Requirements >Review Employee Drug/Alcohol and Background Policy Status >Compare the employee’s status against owner requirements to determine what may be needed. • Employee should contact employer ... > If a test is needed to gain an active status for an owner. > If there is a pending test. > If there is a discrepancy with a test or status. 🔎 Locating Owner Refinery 🔎 Owner Search Clients Tab Owner Search Owner Name > Enter owner name or partial name Search Locate Owner and Review Requirements >Hover over "View" >Select 👁️ to see additional requirements 🏥 DRUG AND ALCOHOL TESTING 🏥 DISA’s Approved Drug Testing Laboratories • CRL - Clinical Reference Laboratory >Most clients are set-up with CRL by default. >Specimen: Urine and Oral Fluid • Quest Diagnostics Laboratory >Some clients prefer Quest. In some instances, unique panels are more available. >Specimen: Urine • Psychemedics >All clients with hair testing policies utilize Psychemedics. >Specimen: Hair • Alere >Few clients are setup with Alere. Clients’ set-up with Alere are usually from an acquisition. >ECCF not available. >Specimen: Urine ⌚Drug / Alcohol Result Turn Around Time (TAT) ⌚ Once LAB has RECEIVED Specimen Specimen Type Turnaround Time Urine > 24–48 Hours Oral Fluid > 24–48 Hours Hair > 48–72 Hours 🔊 1. Notification - You are notified to report for a drug test. 2. Why - Pre-Employment - Reasonable Suspicion - Random - Post-Accident - Return-to-duty & Follow-up 3. Immediately Report to Collection Site 4. Urine Collection - Verify ID - Empty Pockets - Select Speci K® – Provide 45ml of urine - Watch collector check temp and pour into 2 bottles - Watch collector seal bottles A & B - Sign paperwork 5. Lab Testing - Analyze bottle A - Results sent to Medical Review Officer (MRO) 6. Medical Review As gate-keeper to the integrity of drug testing process, the MRO reviews all results and determines if there are any legitimate medical reasons for a positive, adulterated or substituted result. This includes an interview with you, review of your medical records or a request that you be examined by MRO approved physician. 7. Employee's Rights Upon notice by the MRO, you have 72 hours from the MRO interview to request the B bottle to be tested by another certified lab. 8. Verified Results MRO verifies results to employer as appropriate. 🖼️ Specimen Drug Usage Detection Window 🖼️ ➡️ Urine → Detect Recent Usage → 1–3 days detection ➡️ Oral Fluid → Detect Recent Usage → Few minutes to about 48 hours ➡️ Hair → Detect Long-Term Usage → Up to a 90-day detection window 💊 Drug and Alcohol | Testing, Forms and Specimens 💊 💊 Drug Testing 💊 • FMCSA – DL number must be used instead of SSN. • Urine specimen must go to a laboratory for testing. • Collectors are responsible for shipping specimen to the lab via FedEx or carrier provider. → Usually same day for overnight shipment. → Late collections (2 PM) may be shipped next business day. • Chain of custody for specimen: → Donor → Collector → Courier/FedEx → Lab → MRO → DISA 🍺 Alcohol Testing 🍺 • DOT does not accept ECF alcohol tests. • DOT alcohols must be collected 1st per DOT regulations. • Alcohol test collection provides instant results. • Collectors are responsible for alcohol test result delivery to DISA. → Email to forms@disa.com • There is no chain of custody for breath. → Special accommodations possible for donors with documented medical issues. 🧬Specimen Types 🧬 Non-DOT (Forensic Drug Testing Custody and Control Form) • Urine • Hair • Oral Fluid DOT (Federal Drug Testing Custody and Control Form) • Urine • Oral Fluid 🧪DOT / Non-DOT Alcohol (DOT / Non-DOT Alcohol Form) • Breath Alcohol • Saliva* → Special accommodations 🟠 DRUG TESTING FORM FOR NON-DOT → CRL Clinical Reference Laboratory → NON DOT - Forensic Drug Testing Custody and Control Form • Lab Account Number → Unique to every client, policy and location • Additional Info → Non-DOT / Forensic ▪ DCC, NASAP and Corporate → Specimen Type ▪ Urine and Oral Fluid → CCF Consist of 5 Copies ▪ 1. Lab ▪ 2. MRO ▪ 3. Collector/Collection Site ▪ 4. Employer ▪ 5. Donor → Lab Account Numbers ▪ Start with DGS followed by policy abbreviation, then client ID number, then client location ID. 🟡 DRUG TESTING FORM FOR DOT → CRL Clinical Reference Laboratory → DOT - Federal Drug Testing Custody and Control Form → Specimen ID / CCF / COC Number • Unique to every specimen → Additional Info ← • DOT / Federal → All DOT Policies • Specimen Type → Urine and Oral Fluid • CCF Consists of 5 Copies → 1. Lab → 2. MRO → 3. Collector / Collection Site → 4. Employer → 5. Donor • Lab Account Numbers → Start with DGS followed by: • Policy abbreviation • Client ID number • Client location ID number 🟢 Drug Testing Form Quest Diagnostics Laboratory FOR NON-DOT - Forensic Drug Testing Custody and Control Form > Non-DOT / Forensic • DCC, NASAP and Corporate > Specimen Type • Urine Only > CCF Consists of 5 Copies • Lab • MRO • Collector/Collection Site • Employer • Donor • Lab Account Numbers > Client name abbreviation ♣️ CLIENT ACCOUNT & DER OVERVIEW ♣️ 📞Client Accounts > The clients page in DISA has multiple sections that pertain to the set-up of a client’s account. This page should be utilized to review a client’s account as a whole. Below are sections of the client page and areas that are important to client services. Most changes/updates to any sections on the client page are made by client updates team by email clientupdates@disa.com. 📍May be referred to as: Client, Employer, Contractor Employer, DER. • Summary Page • General Info • Policies • Collection Sites • Representatives • Locate and send invoice 🔍Locating a client account can assist in confirming: • Account status • Approved representative (DER) • DER DISAWorks access • Account policies and policy requirements 🚩Flow Format • Locate Client Account → Confirm Account Status → Confirm Approved Representative (DER) → Confirm DER DISAWorks Access → Review Account Policies and Policy Requirements → Access Summary Page, General Info, Policies, Collection Sites, Representatives, or Locate and Send Invoice as needed. 🔍Locating Client Accounts and DER’s >Clients Page • Clients Tab • Select Clients • Top Left Search Box → Input Client ID • Select ➕ → Search ✨ The Client and Communicator Advanced Search section can be utilized to search: → Client ID → Client Name → DER Name → Email → Phone → Login Username > Communicator Page • Clients Tab • Select Communicators • Top Left Search Box → Input Client ID • Select → to Search • Select the Eye Icon 👁️ to DER Details • Select Client ID Link to View Client Summary Page 👤 Client | Summary Page 👤 • Client ID → Every client account has a client ID. • Client Source → Indicates if the client came from an acquisition. • Client Status → Indicates if account is inactive or active. • Client Representative → If an account has an assigned DISA Representative (DISA Employee), they will handle anything associated with the account. • Service Count → Client service volume in the last 365 days. • Representatives → DER’s their contact info and access. • Policies → Drug and Alcohol policies and requirements. • Collection Sites → Assigned sites they have utilized or considered utilizing. • General Info → Account setting set-up options and 3rd party integration. 🧾 Client | General Info 🧾 > The client’s “General Info” page contains account setting options where 3rd party integrations with auditing agencies are established. We will be reviewing options that client services may reference the most. • Client Rep → Assigned client account representative (CAR). • Practice (MRP) → Indicates the assigned MRO for the account. This may be referred to as a client utilizing a different MRO (ex. Heinen). • Invoice By → This section determines how a client will be invoiced. A consolidated invoice is standard set-up. Clients have the option to receive a separate invoice for each location, PO, or business line. • Uses Employee Client Code → External employee codes are reported to clients and not social security number (Corporate & DOT employees only). Frequent with acquisitions. CAM approval needed before suggesting. Set this change expectation, if employee does not use assigned external employee number there could be a delay in results, random credit issues and multiple employee records for the same employee. • Uses Employee Name Lock → This option prevents a name change if a test or form is received with a different name. DER’s with specified group setting can still update employee record names. • Lockout DISAWorks → If this option is enabled the account is locked due to outstanding unpaid invoices. When enabled the client will have limited DISAWorks access. If there is no longer an outstanding balance, you can email unlock@disa.com to have the account unlocked; this is an internal email address only. **************************************************************** 🦄💜👾🍇☂️🪁🦄💜👾🍇☂️🪁🦄💜👾🍇☂️🪁🦄💜👾🍇☂️ 🟣Product Training Day 3 (6/24/26) 🤵Client | General Info🤵 • 3rd Party integrations with auditing agencies is established on the client general info page. A username listed indicates DISA is transmitting client and/or client active employee rosters to the 3rd party. • ISN Company ID → A client can have their account integrated with ISN so ISN can capture employee and client company compliance status’s. → Client’s requesting integration can provide you the ISN# and you can add it. • Veriforce → A client can have their account integrated with Veriforce, providing Veriforce a daily feed of active/employed employee information. → Clients can request integration by emailing clientupdates@disa.com. • NCMS User Name → DISA provides a daily roster data feed if requested by the client for NCMS compliance purposes to meet owner requirements. The automated roster feed is an optional no-cost service provided by DISA that reports company S/ISAWorks employee roster to NCMS every day. → Clients can request integration by emailing compliance@disa.com. • Test Panel Type → Review to verify the panel and specimen type requirement. If alcohol testing is included under the policy, then both drug and alcohol results are required for the test to be applied to the policy and an employee status found that is on the desired policy. • Alcohol Test Panel Type → If alcohol is not included in the test panel but the client would like the option for alcohol testing to be performed, this section would specify an alcohol type. • Random Program Start Date → Indicates if the client policy random program has started and random selection should begin. • Primary Lab → To verify the primary lab assigned to policy. Review this if there are ECC scheduling issues. Ensure the lab account number and primary lab match; client updates will need to update this. Client Services can correct the primary lab. • Lab Panels → Confirm the panel code assigned to a policy. • Auditing Agencies → This indicates the auditing agencies assigned to a policy. If a specific statistical report, disposition option, auditing roster is needed, ensure the desired auditing agency is listed here DRUG & ALCOHOL TESTING NOTES • Random Alcohol and Drug Testing → Verify drug/alcohol random percentages. • Prorate Number of Tests → May be checked if a client came from another TPA. → Ensures randoms will not try to catch up if the client was already in a random testing program. • Random Prioritizes Already Selected Employees → Encourages the same employee selections between a DCHT with random and a DCC policy random selection. • Postpone Random Until After Last DCC Group Runs → Random selections for DCHT with randoms will not generate until the last DCC random selection. → May provide a shorter DCHT random window. • Random Frequency of a Random Program → Common frequencies: monthly. • Controls Randoms for Client Policies → May assist with having similar employee selections for PHMSA and Client Required Alcohol-only policies. → Also utilized for clients with random boat generator programs. • Last Updated By / Last Update Time Stamp → Not always accurate. → Indicates the last day and person who made changes. → Review client account notes as well. 📍LOCATION INFORMATION 📍 • Location ID → System-generated numeric order. → Cannot be changed. • Location Name → Updates must be requested through your point of contact. • Location Address → Client Services may update CRL and Psychemedics and receive real-time address changes. → For all other labs, Client Updates receives a daily report of address, phone, and fax number changes. • Make Primary Location → Indicates the location is the primary location. → By default, an employee's test is on paper forms and uploaded under this location unless the "CCF and Forms Have Correct Location" setting is enabled. → If enabled, the CCF is utilized and the employee is placed under the location selected during CCF ordering, regardless of whether this setting is enabled or if policy lab account numbers exist. • Lab’s Client ID Alias → This section is helpful in verifying the lab account info for a policy/location → This is the assigned lab account number for the policy under the location • Lab Panel Number → This is the panel assigned to the policy → DONOTUSE indicates the policy is closed OR the lab account number is inactive in DISA • Lab → Assigned lab for that policy → In rare cases, the incorrect lab may be assigned → A request to client updates is needed to correct • Client | Miscellaneous → If a client is unable to access functions in DISA that are service specific: In addition to reviewing the DER settings you may also review the service pricing page to confirm the client account is set up with the service • Confirm Account Enabled Services → Client Page → Title Pop-up → Select service from Client Title pop-up → BG Screen, Training Pricing, Driver Qualification Settings etc. 💵 Client / Miscellaneous /Policy Pricing Page 💵 ➤ Invoice Information Email Invoice You can send a copy of an invoice to a DER. The recipient does not need to be listed as a DER if they are part of the client’s finance department. Before sending: Review invoices and compare them with the amount due request. Invoice Copy Not Received From You If a requester did not receive the invoice: ➡ Download the invoice from DISA. ➡ Reply to the sender’s email. ➡ Attach the invoice to your response. Account Tab Search for an invoice using: Invoice ID Client ID Access this information through the Account Tab. CLIENT ANNUAL DRUG TESTING POLICY FEES & LAB TESTING FEES → Located on the client's Policy Pricing Page. → If additional pricing discussion is requested, direct clients to DISA Sales. BILLABLE FEES → Check the left-hand indicators to determine which items are billable. → If an item is checked and no amount is listed in the "Client Price" column: • The standard fee is applied. → If a price is listed in the "Client Price" column: • That amount is the billable amount. → Notes: • Billable fees may vary between clients. • Reviewing a client's invoice can help determine testing fees. ANNUAL FEES → 1st Policy: $295 → Additional Policies: $195 each → If "0" is indicated: • No annual fee is charged for that policy. LAB FEES → Lab fees are policy-specific. → These fees apply to specimen testing. → Drug testing fees may also include: • Collection fees • Member setup fees • Other applicable fees CLIENT | INVOICES > INVOICE HOME PAGE → Home Page → Find Invoices → Enter Client ID or Invoice ID → Select Search → Select the arrow (>) to email the invoice → Enter the recipient's email address → Select Email → Tip: • You can also select the eye icon to preview the invoice before emailing. INVOICE INFORMATION • EMAIL INVOICE → You can email a copy of an invoice to a DER. → The recipient does not need to be listed as a DER if they are part of the client's finance department. → Before sending: • Review invoices. • Compare the invoice with the amount due request. INVOICE COPY NOT RECEIVED → If the requester did not receive the invoice: • Download the invoice from DISA. • Reply to the sender's email. • Attach the invoice to the response. ACCOUNT TAB → Search for an invoice using: • Invoice ID • Client ID → Access invoice information through the Account Tab. DER’s Designated Employer Representatives • DER’s are client support #1 caller type. • DER is a representative employed by a DISA Account Holder/Client who has been authorized to manage DISA Records. • A DER is the responsible individual(s) who ensures adherence to the policy will be met. • The DER shall be responsible for the preparation of an ANTI-DRUG and ALCOHOL MISUSE PREVENTION POLICY which complies with requirements relevant to the distinct program/policy in question. • DER Frequent DISAWorks Responsibilities → Managing Roster by Deactivating Employees → Reviewing and Completing Random Selections → Searching and Assigning Collection Sites → Scheduling Drug Tests (ECF) → Reviewing Drug Test Results → Ensuring they are following guidelines to stay in compliance → Placing and Reviewing Background Orders WHY Review DER’s Access and Notifications Examples • Confirm inquirer is an “active” DER. → Limited info related to employee status, tests or backgrounds can be provided to non-DER’s • DER is status they are not receiving notifications • Unable to access or use functions → Randoms → Stats → Test Results → Invoices • DER Updates → Primary DER’s can add/remove DER’s online. → DER access modifications cannot be made online and must be requested by emailing: clientupdates@disa.com → Client Updates is an email-only department; they cannot be contacted via phone. • DER’s Additions/Removals → Primary DER’s SHOULD add new DER’s or remove/deactivate existing DER’s when they are logged into DISAworks. → Non-Primary DER’s email inquiries can be forwarded to Client Updates via SF using: Department → Implementations/Platform Support → General Client Updates • DER Access Updates → Primary or non-primary DER’s should send requests to: clientupdates@disa.com (Primary DER must be cc’d) → You can send requests to Client Updates via SF using: Department → Implementations/Platform Support → General Client Updates • Primary, Non-Primary, or Non-DER’s → Only invoice-related DER addition requests. • Primary DER Online Additions/Removals → DER additions/removals should be completed online by the Primary DER. → Add New DER: Creates a new DER; user access must be specified. → Copy DER: Creates a new DER and applies user access from the DER being copied. • Welcome Email → New DER’s will receive a welcome email when added. → Welcome emails can also be sent to reset passwords. (See password reset slide.) Review DER Details → Search For Client (see locate client instructions) → Client Summary Page → Select “Representatives” from Client Title pop-up or the Representatives hyperlink → Select a Representative in dropdown to view DER details. • DER Detail Review → Here are a few examples of why a DER detail page may be reviewed. → Confirm someone is an active authorized approved DER: • DISA client support only provides detailed info to active DERs on the client account. → Confirm DER DISA access: • Access is DER specific. • Some DERs may not have access to positive test results or random selection notices. 📋 DER | DISAWorks Access Details > The client's "Designated Employer Representative Detail" page contains DER contact details and DISAWorks online and email notification access details. • 📍 Assigned Locations- → If a client has multiple locations, they can assign a location(s) to a DER. In some cases, a DER may have access only to the assigned location(s) or they may have certain access for all locations but then have a special access for a specific location. Select location>Modify to view location access • 👥 Assigned Groups- → Assigned Group settings are what allow access to specific functions in DISAWorks (ex; verify membership, placing ECCF orders, placing a BG order), they also work hand in hand with transmittal receiving access settings. Select Modify to view groups not assigned. • 📜 Assigned Policies- → A DER may only have access to specific policies when polices are highlighted. • 💻 Can View All Test Statuses Online - → This is option is most often enabled if a DER only wants non-negative test result email notifications, but they would like to see all results online. If a DER indicates they are receiving to many emails, this is a good alternative option to offer to reduce emails. • 📊 Assigned Test Result Status- → Test result status can be specified for DER's. For instance, a DER may not need access to non-negative or positives. • 🎯 Assigned Test Purposes- → A DER may only have access to specific test purposes highlighted. Perhaps a DER does not need access to random test results or reasonable suspicion. 📋 DER | Access Report >An excel spreadsheet that lists all active DER’s and their access. This report is helpful if a DER would like to evaluate active DER’s and access. • 💡 DER’s with privileges also have access to run the communicator access report❖ Communicator Access Report • 1. 📂 Reports Tab → Open the main reporting interface. • 2. 📊 Communicator Access Report → Select this specific report type. • 3. 🔑 Input Client ID → Enter the required identifier. • 4. 👁️ View Report → Generate and display the results. 📋 DER | Miscellaneous ❖ View Relevant Notes: → Internal account notes and action/update initiated in DISA (internal or external) may be reflected here. • 📑 DER updates: → like policy changes, DER removals or access modifications. • 💳 Account updates: → Services or policy updates, pricing updates • ✉️ Internal notes: → Notes or a copy of an email may be reflected. 📦 Steps to View • 1. 🏢 Client Account • 2. 🗂️ Title Pop-Up • 3. 👁️ View Relevant Notes ❖ Training: → Training completion will be indicated here if... • 💻 DER has completed the online quick start DER training • 👥 DER completed the training via go to meeting with our training department. • 🎯 If one on one training is conducted this may also be updated to indicate "trained". → Training status may also affect a client random compliance status if "zero" DER's have completed the training. 📋 DER | Password/Login Issues >As always encourage the DER to utilize the "forgot password" option when logging in.If the DER is unable to utilize the forgot password process, you can follow the steps below. • If the DER has been migrated to auth0 but can not login to complete the auth0 steps as they have forgotten their original password. → Steps to resolve: • 1. Clients • 2. Communicators • 3. Locate DER • 4. Check Mark • 5. Send Welcome Email • 6. DER will receive a reset password email • 🔑 DER completed ALL Auth0 steps and Forgot Password • 🔑 DER started Auth0 Steps, DER did not receive password reset email, mis-placed it or it expired → Steps to resolve: • 1. Configuration Tab • 2. Security • 3. Users> Enter Username> Arrow> "Eye Icon" • 4. Reset Password: "Send Email" (An email address must be present in the Auth0 Email section) • 5. DER will receive a reset password email (Note, this is not necessarily the Auth0 email that was previously connected) 📋 Clients | New Clients or Services DISA’s sales departments initiates the registration for new clients and existing clients adding new services. • 💼 Registration email is sent to client. • 💼 Once the client completes their registration and all components of the salesforce opportunity are complete it takes 24-48 hours for CRL and Psychemedics and 3-5 business days for Quest. **************************************************************** 💚🏕️🌿🌲🌳☘️🧚🐢🌴🥝🧩💚🏕️🌿🌲🌳☘️🧚🐢🌴🥝🧩🧚 🟢 Product Training Day 4 (6/25/26) Employee 👥 What is an Employee? An employee is a person hired by a contractor employer. Depending on the context, they may also be referred to as a: * Consumer * Applicant * Donor 🛠️ Common Employee Inquiries You will frequently assist with these specific actions and scenarios: * Locating An Employee * Updating Employee Details * Deactivating Employee * Understanding Employee Status * Checking Employee Status For Owner * Employee Verify Membership ⚡ How Employee Records Are Created An employee record is created or linked to a client through these primary functions: * ECCF Drug/Alcohol Order * Add A New Employee Function * Verify Membership Function * Drug or Alcohol Results * Background Check Order 🔍 Locating Employee Records 🖥️ Top Left Search Field Box * 1. Employees Tab * 2. Enter Full SSN in Top Left Search Field Box * 3. Select on the left of search field box to search 💡 Searching with full SSN will provide a full/complete history of employee with DISA 🤵 Employees Advanced Search • Employees Tab • Input Field Criteria in relative field box 🆔 Option 1 • Input Client ID • Plus, Employee Full/Partial Name 🔢 Option 2 • Input Client ID • Plus, Last Four of SSN 👤 Option 3 • Input Employee Full/Partial Name • Plus, Last Four of SSN • Select >SEARCH< at bottom 📌 Important Notes • Advanced Search with employee info and client id only provides employee history with specified client. • Search employee full SSN once located to ensure a FULL review is conducted and accurate info/instruction is provided. 🔍 Advanced Search Employee Records Advanced Search 1. Employees Tab 2. Input Field Criteria in relative field box • Input Client ID • Consortium= FMCSA • Drug Testing Policy Status=Active or Employed • Input "check mark" on far left for new result column 3. Select >SEARCH< at bottom 🔍 Advanced Employee Search/Query . Add a result column by placing a check mark in the far-left box, this will return search results that will include data for the specified column. . Example Searches: . Client Full Roster Or Client Policy Roster . Mass View: DL#, DOB's, Last Test Dates, Consent status . Mass Updates: Locations, PO's, Employee Status's . There are also additional options at the bottom like "show result of last test date" Employee | Records ⏺️Employee Records Returned > Select the eye icon a to view employee record profile details for indicated client .>Quickly access test results using the quick links on right side. .>Access Client Employee Dashboard by selecting dashboard icon @ >Employee Record Profile details are client specific. This means an employee's name, ssn or other details may be different between clients. ⬇️Select Action Dropdown (input checkmark for record) >Set to Employed to update a DOT or Corporate employee status to "employed". Some special rules must be met though. .>Assign Policy will provide the option to assign a DOT/Corporate policy to an employee. A pending status will be applied but it can be updated to "employed". > Change Location to update an employee's assigned location .>Download Employee List to excel to sort/filter or compare. .>Deactivate Employee will remove the employee from the policy and/or the clients random program. 📜Updating Employee Record Details Information Only: You should not update employee details with employee inquires 📋Employee Record Details 1. Search For Employee (see locote employee instructions) 2. Select the eye icon 👁️ record profile details for indicated client 3. All employee info details can be updated, except the employee SSN or employee Code. 4. Select >SAVE< ➕Additional info➕ .> Quick Links: Located on the right, quick link will allow easy access to test or background results > Employee Detail Pop-out: Helpful to View Full Status History or view notes • View Relevant Notes (All Clients) this will allow you to see RTD notes which indicates DISA's RTD department as spoken with employee. • Employee Policy Status History With Client: Can be viewed at the bottom of employee detail page. > Name Updates: Ensure there is not a recent BG order on file. .• If a BG was placed with the incorrect name, the client will need to place a new order with correct name. .• If SSN is incorrect then SSN merge request needed ☠️ Deactivating Employees Clients should maintain their roster by deactivating any employee's that are no longer with their company or no longer need to be in a specific policy. Deactivating the employee will remove the employee from their random program. ➕Advanced Search-Select Action- Deactivate➕ 1. Locate Employee 2. Place Check Mark for Employee(s) Policy(s) 3. Select Action Drop Down 4. Select "Deactivate Employee(s)" 5. Select Arrow ➡️ 6. Mass Deactivation window will appear, select all or desired policies then ok. Ensure browser pop-up blocker is turned off • This is the recommended way to deactivate employee's as it will provide the option to deactivate from other service's that generate reports. 😵 Employee Detail- Deactivate 1. Locate Employee 2. Select the eye icon 👁️to view employee detail page 3. Scroll to Bottom of Employee Detail Page 4. Select >"Deactivate"< in policy status drop down. 5. Select >SAVE< button Will only deactivate the employee from the policies specified. This option will not remove the employee from BG's, DQ etc. 🔝Updating sSNs 🌐SSN Merge 1. Verify both the correct and incorrect employee records exist with client 2. If the correct employee record/SSN is not associated with the client in DISA, the client will need to add it via "add a new employee" or "verify membership" . >>If the employee does not have an active status in the policy ANY where in DISA with the correct social, you may complete the above on behalf of the client.<< 3. Once both correct and incorrect employee records are in DISA submit an issue track to request social merge. .• Input the correct SSN, incorrect SSN, employee name, client ID and policy. 4. Socials should NOT be changed manually in the employee page. 5. If a test is pending in the HUB you may change the social but DO NOT INCLUDE DASHES. 6. If there are conflicting discrepancies a request for a copy of the employee's social security card may be needed. 🛡️Updating DOT/Corporate Employee Status >>Select Action-Update Employee Status 1. Locate Employee 2. Place Check Mark for Employee Policy(s) 3. Select Action Drop Down 4. Select "Set to Employed in Selected Policies" 5. Select Arrow ➡️ >>Employee Detail- Update Employee Status 6. Locate Employee 7. Select the eye icon a to view employee detail page 8. Scroll to Bottom of Employee Detail Page 9. Select "Employed" in policy status drop down. 10. Select save at bottom ➕Additional Info➕ .> Manually move a DOT "employed" status between related companies/clients . • Ensure pre-employment test date is moved on the new employee detail page. .>Update a "deactivated" DOT employee to "employed" if it has been within 30 days. There are some policy specific exceptions that can be explored if needed. .>Assign Policy via employee select action drop down for DOT and Corporate employees, then update to employed (at bottom of detail page or via select action "set to employed"]. . • When updating test policy in HUB, this will atso provide you the option to select the DOT/Corp policy .>Manually move an FMCSA employee to PHMSA by deactivating FMCSA and setting to "employed" in PHMSA. . Be sure to move the "pre-employment" test date to the new PHMSA employee detail record and add notes to the employee record. . Corporate employee's may be updated to "employed" without a pre-employment test if the client's Corporate policy is not audited by NCMS. 🗞️📎Employee | Consent Forms Consent forms >Consortium Drug Testing= Universal Membership Application .>Consortium Background Check=NABSC Consent ·>Not needed for DOT .>Clients are not required to provide consent forms to DISA however they are required to have employees complete them. > Consents expire every two years. .> If forms are in DISA we will provide a renewal notice. .> Clients can upload, store and retrieve econsents > Is available for download in the clients forms section in DISA Consent Form Options 1. Econsent: Client initiates econsent. The employee will recelve a text or email to provide electronic signature. • Once signed by employee, it automatically upload to their employee profile. 2. Electronic Upload: Client can upload consents to the employee profile. 3. Client Maintains: Client can include a membership application and keep it in their internal files 📣DOT Policies FMCSA -Federal Motor Carriers Safety Administration PHMSA -Pipeline Hazardous Materials Safety Administration FAA -Federal Aviation Administration FRA - Federal Railroad Administration FRA/MOW - Federal Railroad Administration FTA - Federal Transit Administration USCG - United States Coast Guard 🙅NON-DOT Consortium Policies DCCHT DISA - Contractor Consortium Hair Testing EPCC- Exploration and Production Contractor Consortium EPCCA - Exploration and Production Contractor Consortium w/alcohol DCCHA- DISA Contractor Consortium Headquarter Area NASAP- North American Substance Abuse Program DCCOF - DISA Contractor Consortium Oral Fluid FMCSA - Federal Motor Carriers Safety Administration 🧑‍🏭Employee Adding Adding an Employee . Will create an employee profile record . Will move a consortium employee's status from one client to another . Will assist in resolving pending HUB test results due to SSN issues . Will pre-populate employee information when placing a ECCF order, background order or any other ordering action . Will assign a pending status to DOT and Corporate policy employees and allow manual status updates if applicable . Functions like "verify membership" but does not provide immediate view of employee status 🔎Verify Membership (Consortium Only) !! Information Only: You should not move an employee's status via verify membership with employee inquires. * Verify Membership * 1. Employee's Tab 2. Employees Title Pop-out 3. Membership Verification 4. Enter Client ID employee should be moved to 5. Select Search 9 Search 6. Enter Employee(s) Full SSN and Select Client Location 7. Select Search 9 Search 8. Check Mark for Needed Policies 9. Select Arrow Assign Policy Drop Down 10. Select Policies 11. Select Assign ➕Additional Info ➕ . Verify Membership may be utilized for current or future employees who are already members of DCC or NASAP. Verify membership will deactivate an employee from another client's roster and add the employee to the new client. Membership Verification allows "Active" employees to begin work immediately without the need for another test. . Verify membership cannot be utilized for DOT employees as DOT employee status are not shared. . A number in red +(6) indicates the employee has been selected for a random and will lose their active status if a test is not performed in the number of days indicated in red. . Functions like "Add a New Employee" but provides a immediate view of employee status ✅Just Checking Employee Status Consortium Only Checking Employee Status for Owner 1. Employee's Tab 2. Employees Title Pop-out 3. Just Checking Status 4. Enter Employee's SSN 5. Select Owner Refinery Name 6. Select Check Mark Box to Acknowledge 7. Select >>Search<< ➕Additional Info➕ . Just checking is only confirming an employee status for an owner, it is not used to confirm an employee's overall status in all policies. . Clients should check employee's status before sending an employee to an owner refinery to ensure the employee meets owner requirements and are reflecting "active" for owner. . If an employee is reflecting "inactive" for an owner, you must review what the owner requires and then review the employee's status in DISA to determine why the employee is not active for the owner and what may be needed. . "Inactive" when checking an employee's status is not an indication the employee needs to contact RTD. 🔃Employee | Roster Load >A roster load is typically used for new clients that are transferring employee records from their previous TPA to their new TPA (DISA). Roster loads allow clients to mass add employee record details into DISAworks. Roster loads can also be utilized to mass update employee detail information, for example add driver license numbers or DOB information to desired employee records. ➖Roster Load Submission 1. Secure Document Transfer-External Requestors 2. Issue Tracking-Internal Requestors (Compliance>Roster Loads) > The client is accountable for submitting accurate roster template and a clear objective. > Client Services is responsible for managing any residual employee record/roster maintenance needs after any roster load occurrence. • SSN merge • status updates • random program updates • member verification • Hub/Test record updates **************************************************************** 🩷🍧🌸🪷🎀🩷🍧🌸🪷🎀🩷🍧🌸🪷🎀🩷🍧🌸🪷🎀🩷🍧🌸 🏳️‍⚧️Product Training Day 5 (6/26/26) RTD Return-To-Duty If an employee or DER has questions concerning a "inactive" or "non compliant" status or non- negative test result they should ALWAYS be referred to DISA's Return-To-Duty Department. When an employee has a non-negative test results the employee will become "inactive" and will no longer have an active/employed status (except for Corporate policies). A Return to-Duty (RTD) test is often given after a donor has violated a company's drug and alcohol policy. If the violation occurs in a safety-sensitive position (for example oil and gas, construction, or transportation) the donor must be removed from duty immediately. If the donor is not in a safety-sensitive position, actions can vary. Once employee completes an "observed" RTD test the employee will become active and will then be participating in a follow-up random program. Follow-up selection notices are sent to the client. All follow-up test must be "observed' collections. 🪟 RTD and Follow-up Overview 1. The associated MRO contacts the donor, informing them of the Test Results (non-negative) 2. Employee Policy Status will reflect "inactive" when viewing the employee record in DISAWorks. 3. Employee Contacts DISA's RTD department at 281- 673-2390 or RTD@disa.com. Note: RTD is a voice mail message line only. If an employee indicates they have left a message already, suggest the employee email RTD instead. 4. Suspension Date provided for Non-DOT (No suspension for DOT) 5. Zero Tolerance Owner Info Provided (Employee not eligible for those owners even after SAP and RTD test completed, and they become "active" in policy) 5. Employee can request Re-Analysis after speaking with MRO by contacting RTD within time confirmed by RTD (Usually 5-10 days) 7. SAP Name and Phone Number provided (Based on City and State) 8. Discussion notes added to Employee Profile Employee Detail Page> Title pop-Out> View Relevant notes all clients. >SAP< Once the donor has completed their designated program, they must meet with their assigned SAP, who will then determine if the donor can take an RTD test and resume work again. SAP will provide DISA RTD Department a completion certificate, then the employee's status will be updated from "inactive" to 'Inactive retest". >RTD< The employer must schedule an "observed" (RTD) test. The donor must complete the test prior to being available to return to work. The RTD test that is administered must he under direct observation. Once a negative result is received the employee's consortium policy status will reflect "active". >Follow-up< The donor/employee will now be participating in a follow-up program. The frequency and duration are in accordance with the directives of the Substance Abuse Professional (SAP]. Follow-up testing is unannounced and in addition to Random testing. If a follow up test is missed and DISA is the Authoritative TPA the employee's status will become "Inactive Retest" and a pre- access test must be completed to regain an active status. 💥COLLECTION SITES A collection site is a DISA Vendor that offers services that support DISA's Drug/Alcohol Testing and Occupational Medical Services. These sites are service providers by industry, meaning the services they offer or not exclusive to DISA and are available to any company or individual seeking their services. All DISA Approved Collection Sites are assigned a 5- digit collection site code. (State Abrreviation+3 characters, TX12P) Any Collection site that can provide the requested documentation is eligible to become a DISA Approved Site and will be assigned a DISA Collection Site Code. Collection sites are not required to pay any fees or dues to be a DISA approved collection site and included in the DISA Collection Site Network. May be referred to as: Collector, Site, Collection Facility, Lab. ⁉️Frequent Collection Site Inquires . Missing alcohols • Confirmed alcohol preformed • Where to send alcohols • Forward testing forms if not already provided to CC To Teleforms in SF. • Missing alcohols- Site should send to forms@disa.com • Missing CCF-Site should sent to coc@uservices. com > Issue with current collection • Shy bladder, no ECCF order, refusal etc. • Service/fee updates • Forward request to our collection sites department via send to department in SF. > Invoice Inquires • Instruct a collector to send an invoice to APInquiry@disa.com • Send/forward an invoice to APInquiry@disa.com on behalf of a collector ℹ️ Collection Site General Info • All sites offer urine collection (DOT and Non-DOT) • Not all collection sites offer hair test, oral fluid and alcohol test. Confirm services in service area. • Not all collection sites offer ECCF • Clients typically instruct employee/donors where to test. • Over 18 DISA-owned collection sites across the United State • Clients pay DISA directly for all collection sites fees. Clients or • Donors/Employees should not pay collection sites directly. 🪴Locating Collection Sites >Search Collection Sites< 1. Programs 2. Drug Testing 3. Collection Sites 4. Advanced Search Section 5. Enter Zip Code 6. Enter Mile Radius 7. Select Facility Offerings Available (ECCF) 8. Select SEARCH at the bottom What Info Is Needed: • Zip code-Where the collection will take place. • ECCF or Paper Forms- Is the donor/employee arriving with paper forms or an ECCF Authorization. • Services Needed-What services the donor require. >Searching by zip on top loft will not produce results <