Prior to 2010, workplace drug testing was traditionally all a paper process. About 2010, eCCF became a reality for Non-DOT drug testing. In 2018 eCCF became a reality for DOT drug testing.
What is eCCF?
eCCF is the concept of electronic ordering and processing of drug tests without the the traditional 5 part custody and control form. A test is ordered online from your computer, a 1 page order is created and the applicant or employee brings the 1 page order into the collection site. The collection site then pulls up the order in their computer system and they process the order electronically.
eCCF provides for more reliable drug testing with less errors and more efficiency. An order can be placed and e-mailed to your applicant or employee anywhere in the United States.
DOT Allows eCCF
DOT drug testing without the traditional five page custody and control form is now available. So what does this mean to you and how does it work?
First off, this means DOT regulated employers can order a DOT drug test electronically and get immediate service in all areas of the United States. Need to order a test today? Simply, Click Here to order a DOT eCCF drug test, no paper form, and get an electronic pass emailed to you in minutes. Then just walk into the collection site for the drug screen. Or you can call our USA based customer support team at 866-843-4545 to order a DOT eCCF drug test, no paper form.
If you are a DOT regulated employer, you can set up an account with National Drug Screening giving you the ability to order a DOT eCCF drug test anytime right from your desktop, laptop, or tablet without the need for the traditional paper form. Our web based system provides your DOT drug test results electronically as well as helps you manage your random drug testing or random consortium drug testing program. National Drug Screening makes the drug testing process simple and affordable plus it includes ongoing consultation for your company.
Now, for the first time ever, you’re DOT regulated employee does not need to bring the five part custody and control form into the collection site. With eCCF, it is easy to electronically order the drug test which can be collected at over 6000 electronically enabled collection sites we have across the United States. Paperless DOT drug testing is now here and available to NDS customers nationwide. This means no more stocking paper CCF’s, overnighting them, or having paper CCF’s in the trunk.
Our eCCF program works through laboratories approved for the DOT eCCF electronic testing which include LabCorp, Alere Toxicology and Quest Diagnostics. There are several key benefits to the new eCCF process:
- Faster Turnaround Time
- Less collection site errors
- Less spelling and data entry errors
- No more chasing the MRO Copy 2 or Employer Copy of the custody and control form
Many in the DOT drug testing industry have waited for years for this technology to be available. It is now available and approved by the Federal government and we at National Drug Screening, in conjunction with our partner laboratories Quest Diagnostics and Alere Toxicology, have this available right now for you.
An eCCF is an electronic version of the traditional, five-part, paper Custody and Control Form (CCF) – the document used for drug test ordering, specimen collection processing, and chain of custody documentation for regulated – DOT – drug testing programs. One of the biggest benefits is that clear, legible CCF images are delivered more quickly to the appropriate parties such as the employer, the laboratory, and the Medical Review Officer (MRO).
What is the Process?
It simplifies the process for the employer, collector, lab, MRO and also speeds up the final results back to the employer.
So what is the process?
- Employer initiates the drug testing process online
- Testing authorization order form (Donor Pass) emailed to donor
- Donor arrives at the designated collection facility
- Collector scans barcode, enters data, performs collection
- Specimens arrive at laboratory ready for processing
- MRO reviews and releases results (as applicable)
- Employer receives results via email and can view results online
- Results and CCF copy stored on secure web based system
Benefits of DOT eCCF
The DOT eCCF process is a great benefit for drug testing collection sites. This electronic process provides collection sites with readable information by eliminating data entry and legibility errors associated with traditional handwritten information on the form. A wizard at the collection site requires the collector to follow the protocol and perform all the necessary regulated drug testing requirements. Once the drug test collection is complete, paper copies will no longer need to be mailed to the MRO (copy 2 will always be available online).
The Medical Review Officer (MRO) also greatly benefits from the DOT eCCF process. eCCF will follow the same MRO delivery process in place today. MRO copies of the eCCF will be available online. Information from the CCF will be clear and easy to ready. Information regarding the collection site will be clear and easier o read. The process becomes more efficient with lest mistakes and costs less.
- Greater quality with clear, legible eCCF images
- Reliable delivery and the elimination of waiting on faxed forms
- Improved MRO demographics because outdated information is replaced, as soon as we are notified and the account is updated, using eCCF – i.e. there are no old paper forms with outdated information to be incorrectly used for a drug screen collection
- Increased time saving with an electronic, automated process
For employers, there are also many benefits to the eCCF process. The eCCF is designed to improve the employer’s drug testing process and to make collections faster and more efficient. Employers can order drug tests online and email the authorization form directly to the donor/employee. The authorization order form (donor pass) provides detailed instructions regarding where to go to have the drug test collection performed. This electronic process eliminates the need for employers to order and store paper CCFs, to mail CCFs to the donor or collection site or to follow up with the collection site to get the Employer Copy of the CCF. Being an electronic process, Medical Review Officers (MROs) no longer need to track down paper CCFs, and as such, employers will receive results faster. This process also provides transparency by enabling employers to see the status of the drug testing specimen (e.g. at lab, pending MRO, etc.). In addition, accurate data from the eCCF will immediately replace outdated account and MRO demographics. Employers will receive faster turnaround time.
Overall, the entire industry is excited that the eCCF for DOT is now a reality meaning you can order an eCCF DOT test today. The process will continue to become easier and more efficient. eCCF benefits include:
- Approved for DOT and Federal Drug Testing
- Fewer data entry errors and legibility issues
- Real-time online tracking from order to results
- Reduced collection flaws
- Less paperwork to manage
- Faster turnaround time
Owner operators can call today to order a drug test. Employers can call today for immediate account set up. DOT drug testing with no paper form is available for all companies regulated by DOT transportation agencies such as Federal Aviation Administration (FAA), Pipeline and Hazardous Materials Safety Administration (PHMSA), Federal Motor Carrier Safety Administration (FMCSA), Federal Railroad Administration (FRA), Federal Transit Administration (FTA) and US Coast Guard (USCG). In addition to online eCCF ordering and electronic results, DOT drug testing from National Drug Screening includes random testing management and random consortium program.
Order Drug Testing - Online Ordering
No more 5 part Custody and Control Form. Our customers can now order DOT tests electronically through our mroresultsonline.com system. When you place an order, the system will display collection sites available that do not require paper custody and control forms. When using third party collection sites or collection sites that require paper custody and control forms, the donor must arrive with a Federal Custody and Control Form (CCF).
If you would like to see how easy this process is, you can view our training video by clicking the link below.
Tom Fulmer and Joe Reilly are available here at National Drug Screening to assist you with DOT eCCF questions, issues and training. It is a simple process and if you have been ordering non-DOT eCCF it is the same process. Call Tom or Joe to get your new account set up for DOT testing with electronic CCF.
Our new electronic system eCCF for DOT drug testing is available for all transportation agencies – Federal Aviation Administration (FAA), Pipeline and Hazardous Materials Safety Administration (PHMSA), Federal Motor Carrier Safety Administration (FMCSA), Federal Railroad Administration (FRA), Federal Transit Administration (FTA) and US Coast Guard (USCG). DOT drug testing from National Drug Screening includes random testing and random consortium management.
We look forward to hearing from you if we can offer any assistance with the new DOT eCCF system. We are very excited about this great news and ordering DOT drug testing without the traditional five part Federal Custody and Control Form.
The Process - DOT Electronic Chain of Custody - eCCF
For 25 years drug testing has been a paper-driven industry with five part custody and control forms required for drug testing. Over the last few years, non-DOT workplace drug testing has moved over to the use of the electronic custody and control forms (eCCF) for drug testing although many employers still use the paper method. The use of eCCF helps to make the drug testing process more efficient with fewer errors.
As of May 31, 2014 the Office of Management and Budget (OMB) has approved the 2014 Federal Custody and Control Form (CCF). The 2014 Federal CCF may be used as a paper form or electronic form (Federal eCCF). This is a first step towards DOT allowing eCCF.
Before a Federal eCCF can be used for regulated specimens, an HHS-certified test facility must submit a detailed plan and proposed standard operating procedures (SOPs) for the eCCF system to the NLCP for review and approval, and undergo an onsite inspection. The Division of Workplace Programs (DWP), Substance Abuse and Mental Health Services Administration (SAMHSA), has released documents associated with the 2014 Federal CCF, effective May 31, 2014. These documents include:
- 2014 Federal Custody and Control Form (PDF Format)
- Guidance for Using the 2014 Federal Custody and Control Form (CCF) (PDF Format)
Patrice Kelley the acting Director of the Office of Drug and Alcohol Policy and Compliance (ODAPC) in the Office of the Secretary of the U.S. Department of Transportation (DOT) has announced that DOT will soon follow suit and approve the 2014 Federal Custody and Control form which can be used as a paper form or electronic form (Federal eCCF). The industry expects ODAPC to act quickly to pass conforming rules to allow for use of eCCF in DOT testing
Providers of drug testing programs should be preparing now to be able to utilize eCCF. This would include the ability to electronically schedule DOT drug testing and these orders fulfilled at collection sites without the need for the five part paper CCF. Many drug testing providers such as National Drug Screening currently have this capability and will be able to utilize their technology for immediate use of eCCF as labs get systems ready to accept the electronic chain of custody form.
Electronic chain of custody forms (eCCF) and online scheduling of drug testing provide key benefits to the program including a more efficient process. This more efficient process will save time and money and there will be fewer data entry errors. Electronic Custody and Control Forms (eCCF) reduce costs and administrative duties by eliminating paper forms. Using a paperless drug test system, collection sites and clinics minimize collection errors, ensure consistency, and link all parts of the donor drug testing process.
November 1, 2016 – Many have waited a long time for ECCF for DOT and it is now becoming reality.
Labs have received approvals including: Alere Toxicology Services, Clinical Reference Laboratory, Quest Diagnostics and Labcorp.
Alere Toxicology has for several months offered eCCF for DOT through its eScreen network of collection sites.
Clinical Reference Laboratory is still in a pilot phase testing all systems.
LabCorp has approval for the use of ECCF for DOT but has not announced anything about implementation.
Quest has begun a rollout which is in process and we are seeing this in action with Quest Patient Service Centers’ getting training starting in early October. Quest will hold a webinar on Tuesday, November 15 at 1 p.m. CT to share valuable information and answer your questions as you consider and prepare for your transition away from 5-part paper forms.
FormFox which is a web based application to process eCCF for DOT is aggressively training collection sites for the use of its application on eCCF for DOT. FormFox will initially be working with Clinical Reference Labs and Quest Diagnostics for collections using eCCF for DOT. FormFox is a web-based software application utilized by drug testing collection sites and on-site collectors for managing the specimen collection process and associated record keeping, administrative and management tasks.
National Drug Screening (NDS) will offer the ability to order DOT drug screens electronically processing specimens through Quest Diagnostics initially and adding other labs as they come on board. Currently, NDS is also connected with Alere Toxicology for eCCF for DOT at the eScreen network of collection sites.
NDS users who are specimen collectors will also be able to process eCCF DOT collection using our software platform for DOT tests going to Quest and to Clinical Reference Laboratories (CRL).
Finally, eCCF is becoming a reality. Training will be necessary for all users and systems will need to have the bugs worked out. We expect smooth operations for eCCF for DOT starting in January.
On April 13. 2015 eCCF was approved - The Final Rule allows employers, collectors, laboratories, and Medical Review Officer to use the electronic version of the Federal Drug Testing Custody and Control Form (eCCF) in the DOT-regulated drug testing program.
A Few Questions About eCCF
When did DOT authorize the use of the eCCF? The Office of Drug and Alcohol Policy and Compliance issued a final rule on April 13, 2015 that allows employers, collectors, laboratories, and Medical Review Officers to use the electronic version of the Federal Drug Testing Custody and Control Form (eCCF) in the DOT-regulated drug testing program. The final rule was effective April 13, 2015. The final rule can be viewed at http://www.gpo.gov/fdsys/pkg/FR-2015-04- 13/pdf/2015-08256.pdf.
Where can I find a listing of laboratories approved to use the eCCF? HHS has posted a list of approved laboratories at http://www.samhsa.gov/workplace/resources/drug-testing/eccf-approved-list.
Is the collection process any different when I use the eCCF? Nothing has changed in the collection process. When you use an eCCF, you will still collect and document the same information as you would when using the paper version of the CCF. The only difference is how you document the information (in an electronic format) and the medium in which you distribute the form (e.g., electronically or combination of electronic and paper). For example, you may need to print Copy 1 – Test Facility Copy and/or Copy 5 – Donor Copy.
When using the eCCF, is it a completely paperless process? The eCCF process for each laboratory may differ. The process may or may not be completely paperless. The laboratory and/or its eCCF provider will familiarize you on the use of its approved eCCF in the collection process. For example, the use of tamper evident specimen bottle seals with their eCCF; what supplies you may need; and what, if any, copies of their eCCF need to be printed.
Have any of the record retention requirements changed related to the use of the eCCF? There are no changes to the records retention requirement. The records you keep have not changed. The length of time you keep those records has not changed. The only thing that has changed is the format (e.g., electronic vs. paper) – see §40.73(a)(9).
When using the eCCF, are there any security and confidentiality measures I need to implement? The requirement to establish adequate security and confidentiality measures to ensure that confidential employee records are only available to authorized persons has not changed. This includes protecting the physical security of records, access controls, and computer security measures to safeguard confidential data in electronic databases (see §40.351(e)).
If you have questions about how to ensure that you are meeting the required security and confidentiality measures for the particular eCCF that you are using, consult with the laboratory or its eCCF provider.
National Drug Screening can assist with any other questions questions and can assist collectors, TPA’s and employer with the use of the Electronic Federal Drug Testing Custody and Control Form (eCCF) for DOT testing. Give us a call at 866-843-4545