DER's | DETAILS

The client's "Designated Employer Representative Detail " page contains DER contact details and DISAWorks online and email notification access details.

DER DETAIL REVIEW

• Examples of frequent referenced DER access and report notifications.

• Master Random, Warning and Audit Reports
• Annual Test By Client Report
• Annual DCCHT Test Renewal Report
• NASAP 2 Year Renewal Report
• DCC Full TRC, DCC Test Result
• Statistical Reports (Statistical Detail Report, MIS, NCMS, Veriforce, AWS)
• Invoice
• Master Background (BG results)
• Background Status Expiring Report

NONE

• DER does not have online or email notification access Primary
• DER has both antine access & email notification access Back-up
• DER only has online access

note: Transmittal receiving preferences allow report notifications and DISAworks access.

===================================================== DER | DISAWorks ACESS 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.

note: DER's with privileges also have access to run the communicator access report

Communicator Access Report

1. Reports Tab
2. Communicator Access Report
3. Input Client ID
4. View Report

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.

• Client Account

• Title Pop-Up

• 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

CLIENTS

1. Communicators
2. Locate DER
3. Check Mark
4. Send Welcome Email
5. 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

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 Autho 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 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 =======================================================

EMPLOYEES

Employees

• An employee is person who has been hired as an employee by a contractor employer. May be referred to as: Consumer, Applicant or Donor. We will discuss the different scenarios and actions that are available when assisting with inquiries related to an employee.

: May be referred to as an Employee, Consumer, Applicant, Donor.

• Locating An Employee
• Updating Employee Details
• Deactivating Employee
• Understanding Employee Status
• Checking Employee Status For Owner
• Employee Verify Membership

There are many ways an employee record is created/or associated with a client.

• 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

1. Employees Tab 2 Input Field Criteria in relative field box

• Option 1

1. Input Client ID
2. Plus, Employee Full/Partial Name

• Option 2

1. Input Client ID
2. Plus, Last
3. Input EmpFour of SSN

• Option 3loyee Full/Partial Name

1. Plus, Last Four of SSN

• Select SEARCH at bottom

• 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.

note: Employee records can also be located by accessing drug/alcohol results, background check result and Occ. Med Results

ADVANCED SEARCH EMPLOYEE RECORDS

• Advanced Search

• 1. Employees Tab
• 1. Input Field Criteria in relative field box
     1. Input Client ID
     2. Consortium FMCSA
     3. Drug Testing Policy Status Active or Employed
     4. Input "check mark" on far left for new result column
• 1. 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: DLA, 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 | RECORD

• Employee Records Returned

• Select the eye icon 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 check mark 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.

note: Searching with full SSN is best practice as it will provide a full/complete history of employee with DISA.

PDATING EMPLOYEE RECORD DETAILS Information Only: You should not update employee details with employee inquires.

• EMPLOYEE RECORD DETAILS

1. Search For Employee ( see locate employee instructions ) 2 Select the eye icon to view employee record profile details for indicated client
2. All employee info details can be updated, except the employee SSN or employee Code.
3. Select SEARCH at the bottom

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 55N is incorrect then SSN merge request needed

NOTE: Remember, employee record details are client and SSN specific so there may be differences between clients

DEACTIVITING 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

NOTE: This is the recommended way to deactivate employee's as it will provide the option ta 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 Select "Deactivate" in policy status drop down. Select save at bottom NOTE: Will only deactivate the employee from the policies specified. This option will not remove the employee from BG's, DQ etc.

======================================================

UPDATING SSN

• 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.

note: SSN Merge will merge employee status history and test history into one correct employee record.

Updating DOT/Corporate Employee Status Select Action- Update Employee Status

1. Locate Employee
2. Place Check Mark for Employee Policy(s) Select Action Drop Down
3. Select "Set to Employed in Selected Policies"
4. Select Arrow

EMPLOYEE DETAIL - UPDATE EMPLOYEE STATUS

1. Locate Employee elect the eye icon to view employee detail page Scroll to Bottom of Employee Detail Page 4 Select "Employed" in policy status drop down.
2. 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 ( bottom of detail page or via select action "set to employed") - When updating test policy in HUB, this will also 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 receive 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 EMPLOYEE STATUS'S

STATUS

• Employed
• De-Activated/Terminate
• Pending
• Not Compliant

DEFINITION

• In random pool
• Not in random pool
• Missing test information
• Does not meet the policy requirements Note: there is not an "inactive retest" status as DOT employee's DO NOT lose their status if they miss a random. Clients are recommended to document why the random was missed.

• DOT employee status are NOT shared with other clients

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

ADDITIONAL INFO

• Non-DOT employee's statuses are shared between Clients. If the employee is Active, they can be verified onto another Clients roster via verify membership.
• Employees who are not on any Client Roster are in the "DISA Awaiting Assignment Pool" and are still subject for Random.
• A deactivated employee can be brought back onto a Roster via Verify Membership or sending the employee for an updated test.
• A drug/alcohol test must be received for employee to gain Active Status.
• Check the Result & Reason (the result could be canceled or invalid/
• A NASAP negative dilute result requires one recollect. All other policies a recollect is optional but client must be consistent.
• A primary random selected employee that does not test will lose their Active status once the random window closes.
• Universal Membership Application A form used to enroll employees into the consortium drug/alcohol testing program. This application will enroll an employee member in the DCCHT, DCCHA & DCC policies. The Universal Membership Application was previously called the Global Membership Application, and Membership Application.

======================================================

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
6. Enter Employee(s) Full SSN and Select Client Location
7. Select Search
8. Check Mark for Needed Policies 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

===============================================

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>RosterLoads)

• 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

ADDITIONAL INFO

• A new client transferring current DOT employee records to their DISA DOT Policy.
• Affidavit required confirming all participants are currently in good standing is not Specific to a New DOT Client; therefore, All DOT roster load requests required an Affidavit prior to completing an roster load. The affidavit is not a regulated document but rather a control used by DISA to ensure the following regulations have been met by each transferred participant: * A new client would like to submit a list of Corporate/DOT Program Participants * An existing client requiring account consolidation * An existing client requesting a load in lieu of manual deactivation in DISAWorks * An existing client requesting to add/modify information from column B-AT (see graph in section 4.0) to existing records * DISA acquisition client requiring a roster load, this is the ONLY load where we can Include consortium policies in the upload ================================================== 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.

• The return-to-duty processes can be complex and there are certain guidelines for specific situations. Only the Return-To-Duty department should discuss the return-to-duty details with the employee or DER.

• Inactive, employee needs to call RTD.
• Remember, if an employee is reflecting "inactive", you can review employee record status in detail by searching for employee, then compare employee policy status with owner policy requirements. ====================================================