DAY 2 Training from Frezie 2 DAY OF TRAINING OWNER REFINERY'S || 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 DCCHA 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. NAVIGATION TO PULL UP OWNER VISIT DISA.COM CLICK LOG IN - DISA SCREEN AND DISA WORKS CLICK DISAWORKS AND LOG IN QUICK LINKS SEARCH FOR INFORMATION CLICK CLIENTS AND CLICK OWNER SEARCH FOR OWNER REFINERY CLICK CONTAINS INSTEAD OF BEGINS WITH READ SPECIAL RULES ONE ACTIVE STATUS ONLY LOCATING OWNER REFINERY Owner Search 1 Clients Tab 2. Owner Search 3. Owner Name> Enter owner name or partial name 4 Search 5. Locate Owner and Review Requirements - Hover over "view" - Select " eye" to see additional requirements NOTE: Special rules are important. An employee may be "active" in a required policy but if special requirements are not met then the employee will not be active for an owner. Some owners are a one-strike your out facility, this means an employee that has a past positive with DISA will not be eligible for this owner (regardless of if the employee is active) 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 Urine - 24-48 Hours Oral Fluid - 24-48 Hours Hair - 48 - 72 hours Drug/ alcohol result turn around time (tat) once lab has received specimen 1. Notification - You are notified to submit 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 Pockehts Select Sealed Kit - Provide 45 ml + of urinr Watch collector check temp and pour into 2 bottles Watch collector seal bottles A&B + Sign paperwork 5. Lab Testing Analyzes bottle A Results sent to MRO 6.Medical Review As gate-keeper to the integrity of the drug testing process, the MRO reviews lab 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 either. 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 SPECIMEN DRUG TESTING FMCSA-DL NUMBER MUST BE USED FOR 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 (2pm) may be shipped next business day. THE CHAIN OF CUSTODY FOR SPECIMEN: donor > collector > courier/fedex > lab> MRO>DISA ALCOHOL TESTING DOT DOES NOT ACCEPT ECCF 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 - Emailed to forms@disa.com THERE IS NO CHAIN OF CUSTODY FOR BREATH -Special accommodations possible for donors with documented medical issues Non-DOT Forensic Drug Testing Custody and Control Form Non-DOT Specimen Types Urine Hair Oral Fluid DOT Federal Drug Testing Custody and Control Form DOT Specimen Types Urine Oral Fluid DOT/Non-DOT Alcohol DOT/Non-DOT Alcohol Alcohol Specimen Types Breath Alcohol Saliva * special accommodations DRUG TESTING FORM 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. ACCOUNT NUMBER DGS - DISA GLOBAL SOLUTION THE POLICY ABBRE CLIENT ID LOCATION ID Drug Testing Forms 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 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. LAB ACCOUNT NUMBER - Unique to every client, and location FMCSA - Driver's Licensed Number Drug Testing Forms Quest Diagnostics Laboratory DOT- Federal Drug Testing Custody and Control Form || Additional Info || Non-DOT/Forensic DCC, NASAP and Corporate Specimen Type Urine CCF Consist of 5 Copies 1. Lab 2. MRO 3. Collector/Collection Site 4. Employer 5. Donor Specimen ID/ CCF/COC Number Unique to every specimen LAB ACCOUNT NUMBER - Unique to every client, and location Drug Testing Forms Psychemedics Non DOT- Forensic Drug Testing Custody and Control Form || Additional Info || Non-DOT/ Forensic DCCHT and Corporate Specimen Type Hair CCF Consist of 5 Copies 1. Lab 2. MRO 3. Collector/Collection Site 4. Employer 5. Donor Lab Account Numbers Client name abbreviation Drug/Alcohol Testing Forms Alere/Abbott DOT- Federal Drug Testing Custody and Control Form Non DOT- Forensic Drug Testing Custody and Control Form || Additional Info || Non-DOT/Forensic DCC, NASAP and Corporate Specimen Type Urine CCF Consist of 5 Copies 1. Lab 2. MRO 3. Collector/Collection Site 4. Employer 5. Donor Hover over "view" Select to see additional requirements ======================================================= KEY WORDS!! FORENSIC - NON-DOT FEDERAL - DOT Client Accounts & 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 Locating Client Accounts and DER's Clients Page Clients Tab Select Clients Top Left Search Box= Input Client ID Select to search The Client and Communicator Advanced Search section can be utilized to search Client ID or Name, DER Name, Email, Phone or Login Username Communicator Page Clients Tab Select Communicators 3 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 inactive or active. Client Representative- If an account has an assigned DISA Representative (DISA Employee) they will handle anything associated with the account. Service Counts- Client service volume in the last 365 days. Representatives- DER's their contact info and access. Policies- Drug and Alcohol polices and requirements Collection Sites- Assigned sites they have utilized or considered utilizing. General Info-Account setting set-up options and 3rd part integration. Client | General Info -The client's "General Info" page contains account setting options and where 3rd party integrations with auditing agencies is 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 referenced as some clients utilize 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 disadvantage expectations, 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 name. 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. 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. Client's can request integration by emailing clientupdates@disa.com > NCMS UserName - DISA provides a daily roster data feed ifrequested 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 DISAWorks employee roster to NCMS everyday. Client's can request integration by emailing compliance@disa.com Client | Policy Detail Page >Test Panel Type - Review to verify the panel and specimen type requirement. If BrAlc is indicated at the end of the panel type, then both drug and alcohol results are required for the test to be applied to the policy and an employee status from that test in 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 preformed this section would specify an alcohol type. > Random Program Start Date-Indicates if the client policy random program has started and random selection pulled >Primary Lab-To verify primary lab assigned to policy. Review this if there are ECCF 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. > Random Alcohol and Drug testing- Verify drug/ alcohol random percentage > Protate Number of test- may be checked if a client came from another TPA. This ensures randoms will not try to catch-up the client if they were random testing a previous TPA > Random Priorities > Location ID - IDs are system generated in numerical order; they can not be change. > Location Name- Updates must be requested through clients updates > Location Address- client services may update. CRL and Pyschemedics receive real time address change updates. for all other other labs clients updates reviews a daily report of address, phone and fax number changes and notifies the lab. > Make primary location- this indicates what location is primary location. By default, employee's that test on paper forms will be placed under this location unless the CCF and forms have correct location setting is enabled. if ECCF is utelized the employee will be placed under the location selected during ECCF ordering regardless if this setting is enabled or if policy lab account numbers exist. CLIENT ID | DISA GLOBAL SOLUTION. AVBREVIATION POLICY.CLIENT ID AND LOCATION ID CLIENT | Location detail page ::: 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 case the incorrect lab may be assigned and a request to client updates is needed to correct Active lab account number and panels are only listed for policies that are applied to that location. If there is not lab account number listed for that loaction and policy. A ECCF order can be still be placed for the selected location and policy. CLIENT | Miscelaneous if a client is unable to access function in DISA that are service specific, In addition to reviewing the DER settings, you may also review the service pricing page to confirm if the client account is set up with the service. Confirm account enabled service 1. client page (see locate client instructions) 2. title pop up 3. select service from client tile pop up BG screen, OMRT pricing, training pricing, driver qualification settings, etc. CLIENT | miscellaneous | policy pricing Client annual drug testing policy fees and lab testing fees are located on the client's policy pricing page. Clients should be directed to DISA's sales department if any additional pricing discussion are requested. 1. Billable fees - A check mark on the left indicates what items are billable. If an item is checked and an amount is not indicated in the "client price" column, then the standard fee is applied. If a price is indicated in the "client price" column, then that is the billable amount. Note, all billable fees may vary between clients. and Reviewing a client's invoice is also helpful in determining testing fees. 2.annual fees- 1st policy= $295, Additional policies= $195 and If "O" is indicated, then there is not an annual fee for the policy. 3. lab fees- Lab fees are policy specific. This is the lab fee for specimen testing. and Drug testing fees may also include other fees (ex; collection fees, member set-up fee, etc.). CLIENT | invoices @@ invoices are sent twice a month Invoice home page 1. Home page 2. Find invoices 3. Input client ID or Invoice ID 4. select "search" 5. Select the arrow to email invoice 6. input email address 7. select to email Invoice EMAIL INVOICE - You can email a copy of an invoice to a DER. Someone may not be listed as a DER as they are part of their finance department, that is ok as well. -You may need to determine invoice by reviewing invoices and comparing with the amount due requested INVOICE COPY NOT RECEIVED FROM YOU- If you emailed an invoice in DISA and requestor did not receive. You can download the invoice in DISA and reply to sender in SF and attach the invoice. ACCOUNT TAB- You can search for invoice ID or Client ID via the account tab. CLIENT | OUTSTANDING INVOICES Outstanding Invoice 1. Client Summary Page 2. Outstanding Balance Link 3. Document Num= Invoice ID Outstanding Invoice Outstanding Invoice Inquiry: Utilize outstanding invoices and compare balance to determine the outstanding invoice needed. Then search for the invoice and email it to requester. -You may be able to determine invoice by searching client invoices and comparing balance. 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 autorized to manage DISA records ::: DER frequent DISA WORKS responsibilities -managing roster by deactivating employees -reviewing and completing random selections -searching and assigning collection sites -scheduling drug test (ECCF) -reviewing drug test results -ensuring they are following guidelines to stay in compliance -placing and reviewing background orders DER Updates Primary DER's can add/remove DER's online DER access modifications can not be made online and must be requested by emailing clientupdates@disa.com. Client Updates is an email only department, they can not 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 inquires can be forwarded to client updates via SF using send to 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 send to 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 primary DER. → Add New DER: Creates a new DER, user access must be specified. → Copy DER: Creates a new DER, applies user access from the DER being copied. Welcome Email Sunvisory Genelope Pics Clection Sex Over Search CS New DER's will receive a welcome email when added. Welcome email can also be sent to reset password. (see pw reset slide) DER's | DETAILS Review DER Details 1. Search For Client (see locate client instructions) 2. Client Summary Page 3. Select "Representatives" from Client Title pop-up or the Representatives hyperlink. 4. 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 DER's on the client account. • Confirm DER DISA access: Access is DER specific. Ex; some DER's may not have access to positive test results or random selection notices.