The main data component of the application is the Client. Depending on how you use the platform, if for example you’re a TPA (Third Part Administrator), a Client can be a company, an employer, an organization, an addiction recovery facility, etc.

To add a new client, on the main application page, tap the icon to add a new client (highlighted in red below):

The first three components to enter are the company name, its account reference and their login ID.

In this example, the company name is LP Thomas Gas. The employees who will participate in random selections are DOT Pipeline workers (PHMSA) so the account reference could be entered as: DOT Pipeline.  The company may also want their Non-DOT personnel subject to random selection testing as a part of their drug-free workplace program, in which case you would add a second account under the client as, for example, Drug-Free Workplace.  Adding a second account for a client is the covered in another tutorial.

On the same page you can also enter the company address, check the box DOT, and choose their DOT Mode if the account must comply with DOT regulations.

Once the new client record is saved, the page that acknowledges the record has been saved, will provide options to add a company contact (client representative), open the client management module, edit the account profile, import personnel (random selection participants, employees, … ).

You’ll find these options presented for your convenience:

If you want to add a second account for the client, tap the first option: Manage this Client.  This module provides all the data management tools for the client, its sub-accounts, personnel, reports, and more.

You can search for client accounts, or list all client accounts, and include the number of participants in each account.   This can help identify what accounts should be stand alone accounts for random selection or should be a consortium member.  When you generate a random from a stand-alone account, the random selection only picks from the eligible participants in the account.  When you generate a random selection from a consortium it picks participants across all member accounts.

To list all accounts tap the ALL option (outlined in red) or enter a search filter to find a specific account, and check the box Include No. of Participants (outlined in red below):

In the screenshot below Tramuc Transport shows it has 84 participants. Near the right side of the listing the chain-link icon  indicates the account is a member of a consortium.

An account with 8 or more participants can be a stand-alone account and meet the annual target of 50%, with quarterly random selections

To remove an account from a consortium tap its edit icon  to open the account profile editor.

When the profile editor opens, tap the triangle icon (highlighted in red below on the left) to open the Consortium / DOT section.  In the drop-down select Not a Member … and tap the save icon write any profile modifications to the database.  Similarly, you can add an account to a consortium by choosing the consortium in the drop-down, then save the account profile.

DrugTestNetwork is a comprehensive data management solution for drug and alcohol testing, random selections, test result data management and much more.

Every data element, drug & alcohol tests, random selections, random selection participants (employees, drivers, patients, etc.) is bound to a company account.  For a Third Party Administrator (TPA), to manage data, the first task is to look up the customer account; the customer is often referred to as the Client, Employer, or Company.

On all top-level navigation pages the user will find the main-menu and short-cut icons below.  When the user logs into their DTN account the default landing page is the Client-Management module where customer accounts can be searched and listed.  To return to the client management page, tap the menu Clients (outlined in red  below):

Each menu option navigates to a page that manages the details related to the menu title:

• Log Off: signs the user out of the application
• Account: mange users who can login to the subscriber account, access the subscriber profile, system and billing options, banner management, credit card profile, and more.
• Results: report drug/alcohol results from across all customer/client accounts.
• Personnel: find a participant (employee) by name or ID.
• Expirations: list participants by an expiration date.
• Randoms: list random selections conducted for all customers and consortia.
• Consortia: add and manage consortia profiles.
• Billing: generate and manage invoices.
• Other Data: miscellaneous data that is not customer specific; clinics, panels, substances, MROs, result codes, etc.
• Utilities: miscellaneous reports.

For TPAs and MROs, it’s common practice to obtain a unique lab account number for each client account.  The account no. is used to correlate an electronic result to its account in the database.  The lab and the lab account number are also added to a test request form when the customer orders a test for an employee.

From the client portal, a client rep. (client contacts) can order a drug/alcohol test.  The requisition will include the lab and lab account number when the account profile is set up to include the data.  The lab is determined by the default lab in the account profile. Set the default lab as outlined below.

This example searched for DISA.  Tap the edit icon on the left (outlined in red) to open the account profile editor for the account:

In the account profile editor, near the bottom of the page tap the triangle icon (outlined in red below) to open the section Defaults: Lab, MRO, Notification Letter:

Choose the lab and save the account profile.

To assign the lab account numbers used by the account, tap the EDI icon (outlined in red below) to open the module to manage lab account numbers for the account:

When the EDI Account Number Manager opens tap the green plus sign for Lab as outlined in red below:

As shown below, choose the lab and enter the account number in EDI Account No. and tap the Save button.  NOTE: be sure to distinguish between DOT account numbers and Non-DOT account numbers.  For use with printed requisitions, only choose General (Non-DOT) or DOT, do not select the option “DOT & Non-DOT Account No.”

The requisition can also include the panel code that instructs the lab what drug tests to perform.  Every panel in the DTN database is referenced by its abbreviation and the full name of the panel.  For example, the standard 5 panel DOT test is often referred to as the NIDA-5 / Federal Drug Test, and each lab uses their own coding system to identify the test.

Mapping Laboratory Test Codes to Drug-Test Panels

Assigning a lab account number identifies the lab account that will be used for a client’s testing. The laboratory’s test codes should also be mapped to their corresponding drug-test panels in DrugTestNetwork.

For example, Quest Diagnostics uses laboratory test codes such as:

• 65304N — Federal DOT 5-Panel Urine Drug Test
• 65105N — Non-DOT 5-Panel DOT Look-Alike, commonly referred to as the NIDA-5 or SAMHSA-5

In DTN, each Quest test code can be associated with the panel it represents. The following screens illustrate how to select a drug-test panel and enter the corresponding laboratory test code.

To map the code, navigate to Other_Data and list the available panels.  From the listing, tap the mapping icon to open the map module for the panel.  In this example, we’ll map Quest’s code 65304N to DOT 5 Panel Drug Test:

Choose the lab, enter the panel code, panel name (for reference), and click the plus sign (outlined in red below) to map the code.   

This example uses 65304N for Quest’s Federal DOT 5-Panel. You can also map CRL’s  code, W215, for the Federal DOT 5-Panel. In DTN, both laboratory codes can be mapped to the same panel, DOT 5-Panel Drug Test. DTN will retrieve the corresponding code according to the client account’s default laboratory and place it on the requisition.

Once the codes have been mapped, DTN uses the client account’s default laboratory to retrieve the correct code whenever testing is requested. For example, when Quest is the default laboratory and the Federal DOT 5-Panel is selected, DTN retrieves Quest code 65304N.  Check with the labs for their current codes.

The completed requisition will then include:

• The requested drug-test panel
• The laboratory-specific test code
• The client’s laboratory account information
• The participant and testing information

Including both the panel name and the laboratory test code makes the requisition a complete document that the participant can take to the collection clinic. It also provides the clinic with the information needed to order the correct test under the client’s laboratory account.

When you login to DrugTestNetwork the landing page is the module that features resources to search and list your customers by company name, often referred to as Clients.  The menu option Clients (outlined in red) also navigates to this page.

This examples shows the list for companies whose names start with AA: enter AA and click the search icon …

With the search listing you will find a legend above the list that provides an explanation of the icons that appear for each company displayed:  tap each icon under Symbols & Annotations for an explanation of what each option provides.

There are a variety of ways to search for clients.  Tap the option How to Search/List Clients to read more about searching and listing clients:

Contacts (client representatives) can be assigned to multiple accounts under the client, or to accounts under another client.

In the example below the client, Auburn Flight Service (AFS), has 5 accounts.  To manage account assignments for a contact under AFS, tap the Client-Mgt icon (outlined in red) in the screenshot below:

Tapping the icon opens the Client-Mgt window shown below.
Tap the Contacts button on the left.  In this example, AFS has two contacts: Adam Douglas and Jamelle Garcia.  Jamelle is an Admin contact, and by virtue of being an admin contact she can see all 5 AFS accounts when she logs into the client portal.  Adam is designated as a DER contact and only has access to accounts assigned to him.  To assign other accounts to Adam, tap the assign icon (outlined in red).

Tapping the assign icon opens the assignment module and shows the account(s) currently assigned to Adam.  To add or change assignments tap the option outlined in red below: Manage Account Assignments.

The next page, in the screenshot below, the line highlighted in yellow shows that Adam is assigned to the Cleaveland Depot account.  If you check the boxes for the two other accounts, Drug Free Workplace and Ground Crew, and click the submit button (not shown in this screenshot) Adam gets assigned to these two accounts. Note: if you uncheck the box for Cleaveland Depot, Adam would be unassigned from that account

To assign Adam to accounts outside Auburn Flight Service, tap the option Manage Assignments to Accounts OUTSIDE Auburn Flight Service as outlined in red below (this is the page after you clicked on the assign icon outlined earlier in this article):

The new page will allow you to search for the other client.  In this example, we searched for clients with the name Community. As shown below, the box is checked for Community Recovery LA [Clinical Employees].  Click the icon preceding the text Assign Selected Account to Adam to complete the assignment (outlined in red below):

After the icon is tapped, Adam will be assigned to the Community Recovery LA account and the accounts originally assigned under Auburn Flight Service too.

Every consortium and account that is a stand alone pool has a random selection profile with the parameters and attributes that set the controls for the random selection module, and include the annual target percentages, the default test types and the default panel that species the substances to be tested.

To manage the profile for a consortium: on the main page, choose the consortium in the drop-down selection and tap the edit icon (outlined in red below) to open the consortium profile.  In the example below, the consortium named FMCSA has been selected.

The consortium profile can also be opened from the Consortia page.  Tap the Consortia menu at the top of the page:

When the profile editor opens, specify the random selection parameters as needed.

In the example below, the substance panel is set to NIDA-5 (standard DOT 5 Panel), the sample to be collected for the substance test is set to Urine, and the alcohol test is set to Breath.

The annual percentage for substance is set to 45%, and alcohol is set to 10%.

In this example the number of randoms to conduct for the year is set to 4 for quarterly randoms.  If starting halfway through the year, with anticipation to only generate 2 random, change the 4 to 2.  The percentages will be adjusted for each random selection accordingly.

Adjust the percentages to suit your objectives and click the Save (or Submit) button at the bottom of the page.

Random Selection Profile Example (Stand Alone account)
In the example below, the annual target for substance testing is 52 percent.  For DOT FMCSA compliance, the annual target is 50%, so this examples provides a little cushion.  The annual target for alcohol is set to 11%.   The number of randoms is set to 4, and means that 4 randoms (quarterly) will be conducted for the year.  Alternates is set to 2 and the option Count is selected which means the random selection control will be preset to pick 2 alternates each time the random is run.

Tap the info icon for more information about each component:

This is an example of the profile for the consortium:

Accounts that are Stand Alone Pool: To manage the profile for a stand alone pool, open the account profile editor where the random selection profile for the account is managed.

To access the Account Profile for a stand alone account, search for the account, and tap the account profile editor symbol.  The example below opens the profile editor for J&K Cargo – click the edit symbol (outlined in red below).

In the profile editor, scroll down the page to find the random selection profile. Tap on the triangle symbol to open and close the section.  Not all the parameters and attributes are shown here – there are similar parameters for the account as shown in the example above for a consortium and used exactly similarly for random selections from stand-alone accounts.

Adjusting the Profile When Some Annual Testing Has Already Been Completed

When part of the annual testing requirement has already been completed outside DrugTestNetwork, configure the random selection profile for only the percentage that remains to be completed.

For example:

• The annual testing target is 52%.
• 30% of the participants have already been tested outside DrugTestNetwork.
• The remaining testing requirement is 22%.
• Two additional random selections will be conducted before the end of the year.

For the remainder of the current year, set the random selection profile to:

• Testing Percentage: 22%
• Number of Randoms: 2

This configures the profile to complete the remaining 22% through two additional random selections.

Remember to Update the Profile for the Next Year

The 22% setting applies only to the remainder of the current year. Before generating random selections for the next calendar year, update the profile to reflect the complete annual testing plan.

For example, reset the profile to:

• Testing Percentage: 52%
• Number of Randoms: 4 for quarterly selections

This ensures that the new year begins with the full annual testing percentage and the correct selection frequency.