Random Selection: Schedule Stand-Alone Accounts and Consortia
For random drug and alcohol testing, a company may choose to join a consortium and participate in random selections conducted from the combined list of all members’ eligible personnel. A company may prefer not to join a consortium and have the random selection pick participants for testing from their list of personnel as a stand alone or individual pool.
For drug and alcohol testing data management and compliance, one challenge the TPA faces is ensuring that every stand-alone account and consortium has its random selections conducted as per the company requirements for DOT regulation and/or their Drug Free Workplace policy. The profile for every Stand-Alone account and every Consortium includes a date the next random selection is scheduled.
How the Scheduling Feature Works
The scheduling feature in DrugTestNetwork is designed so random selections required for the year are not missed. Here’s how it works:
- Customizable Frequency: Each stand-alone account and consortium has random selection profile that specifies the date of the next random selection and includes the frequency of testing. Users can choose from options such as Weekly, Monthly, Twice Annually, or Annually. This ensures that each company’s requirements are easily met and the next random selection date can be advanced forward automatically when a random selection is generated.
- Automated Date Tracking: Once a random selection is conducted, the application automatically updates the date for the next scheduled random. This is determined based on the frequency set in the profile.
- Query-Based Alerts: Users can easily query which accounts are due for their next random selection based on the current date. For the TPA who manages a lot of stand-alone accounts, the feature helps to ensure randoms are not missed.
- Historical Records: The system also keeps track of the “Previous” random selection date and the date the random selection list was sent to the company contact. This historical data is invaluable for audits, compliance checks, and internal reviews.
Tutorial: Configuring the Scheduling Parameters
To make full use of the scheduling feature for non-consortium members, it’s essential to correctly configure the account’s scheduling parameters. These parameters are found under the “Random Selection Parameters” section of the account profile editor. Here’s a step-by-step guide on how to set them up:
- Access the Account Profile Editor:
- Navigate to the specific account you need to configure.
- Open the account’s profile editor by selecting the account from your list of managed companies.
- Locate the “Random Selection Parameters” Section:
- Within the account profile editor, scroll down until you find the “Random Selection Parameters” section. This section contains all the settings you need to control the scheduling of random selections for this account.
- Set the Attribute for the Account: Participates in Random Selections:
If the TPA is not managing random selections for a company, this attribute should be set to No. Under the Utilities menu the TPA will find a report to show all accounts whose attribute is set to No. - Access the Consortium Profile Editor:
Click the Consortia menu and open the consortium profile edit where you will find the random selection profile for the consortium.
- Set the Frequency:
- In the “Frequency” dropdown menu, choose how often random selections should occur. Options include Weekly, Monthly, Twice Annually, and Annually. Select the option that aligns with the company’s testing requirements.
- Review the “Next” Date:
- This is the date the next random selection will be conducted for the account. When the random selection control is opened to generate the randoms, the “Next” date will be calculated automatically, based on the frequency indicated for the account. You can review and adjust this date if necessary, although it’s recommended to let the system handle this automatically for consistency.
- Monitor the “Previous” Random Selection Date:
- The “Previous” date field will display the last time a random selection was conducted. This field is automatically updated by the system after each random selection, and is useful for tracking and auditing purposes.
- Save Changes:
- After configuring the scheduling parameters, be sure to save your changes. This will ensure that the system follows the newly set parameters for all future random selections.
Benefits of the Scheduling Feature
- Ensures Compliance: By automating the scheduling of random selections, DrugTestNetwork helps users maintain compliance with regulatory requirements and company policies, reducing the risk of penalties or legal issues.
- Reduces Administrative Burden: The scheduling feature significantly reduces the administrative load associated with managing random drug and alcohol testing, allowing users to focus on other critical tasks.
- Increases Efficiency: With the ability to quickly identify which accounts need their random selections conducted, users can efficiently manage their workload and ensure that no account is left behind.
Report Stand-Alone Accounts & Consortia Schedule
Click the menu Randoms where you will find a variety of reports for random selections to list scheduled randoms, manage attributes for stand-alone accounts, summarize random selections that have been conducted, keep track of statistics and annual targets, and more. Each reporting option on the page includes an “information” icon to read more about each feature.
Summary
The scheduling feature for consortia and stand-alone accounts is a convenience and a great tool for ensuring the integrity and reliability of your drug and alcohol testing program. By automating the process and providing clear, actionable insights, DrugTestNetwork empowers users to manage their responsibilities effectively and with confidence.