When you, the Company Safety Manager, send a driver to a drug test, make sure to get the Employer copy of the CCF from the clinic.
Under Department of Transportation (DOT) regulations, Clinics send a copy of the federal Custody and Control Form (CCF) to the Medical Review Officer (MRO which is Copy 2, within 24 hours or the next business day, to allow the MRO to verify the test results.
Another copy, Copy 1, is sent with the specimen to the laboratory, and the employer (through the Designated Employer Representative or DER) receives Copy 4. The clinics keep Copy 3 for their own records and give Copy 5 to the Donor/Driver.
Note that Copy 1, the lab copy, does not have driver’s personal information or signature due to confidentiality reason. However, the rest of the copies 2 through 5, contain Driver’s name, contact information, and signature. This is to ensure accuracy of results.
The correct CCF process
- Collector and donor complete the CCF. At the collection site, the collector initiates the form, and the employee (donor) initials the tamper-evident seals on the specimen bottle.
- Specimen and form sent to the lab. The sealed specimen and the CCF are placed in a leak-proof bag and sent to a lab certified by the Substance Abuse and Mental Health Services Administration (SAMHSA).
- Lab reports to the MRO or C/TPA. Once the lab completes its analysis, it sends its copy of the CCF to the MRO for review. The MRO cannot report a result until they have received the form from the lab. If you are wondering what is a C/TPA, click here to IPS Drug Testing
- MRO verifies and reports the result. The MRO, a licensed physician, reviews the CCF for any errors or flaws. If the test is non-negative, the MRO contacts the employee to see if there is a legitimate medical explanation for the result. The MRO then reports the final, verified result to the employer.
Responsibilities for the clinic
The clinic’s role ends with properly collecting the specimen, filling out the CCF, and packaging it for delivery to the lab. Clinics are also responsible for sending the
Any errors made at the collection site on the CCF can result in the cancellation or rejection of a test, underscoring the importance of following proper procedure.
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