Required Supplies for DOT Oral Fluid Collections

Overview

Ensuring that all necessary supplies are available and compliant is critical for conducting DOT-regulated oral fluid specimen collections. Collectors must be equipped with the correct tools and materials to perform collections accurately, securely, and in accordance with 49 CFR Part 40 regulations. This article details the essential collection supplies, proper handling procedures, and best practices to maintain compliance and testing integrity.

Essential Collection Supplies

1. Oral Fluid Collection Devices

• Devices must meet DOT and Health and Human Services (HHS) certification standards (see Appendix C of the DOT guidelines).
• Collection devices should be approved for split specimen collection, with two separate containers for specimen division.
• Types of devices:
  • Neat Oral Fluid Devices: Collected by expectoration (spitting) into a collection tube without dilution.
  • Buffer Oral Fluid Devices: Use a swab or pad, combined with a preservation buffer solution.

2. Federal Drug Testing Custody and Control Forms (CCF)

• Use the most current and approved version of the five-part paper CCF or an approved electronic CCF (eCCF).
• Ensure forms are pre-printed with laboratory and employer information where applicable.
• Keep extra paper CCFs on hand in case of electronic system failures.

3. Tamper-Evident Seals/Labels

• Each collection kit must include tamper-evident seals to secure specimen containers.
• Ensure seals correspond with the specimen ID numbers on the CCF.

4. Shipping Materials

• Leak-resistant plastic specimen bags with two compartments (one for specimens and one for paperwork).
• Approved shipping containers for safe transport to the designated laboratory.
• Prepaid or arranged courier services for timely specimen delivery.

5. Personal Protective Equipment (PPE)

• Single-use disposable gloves for specimen handling.
• Hand sanitizer or soap and water for hand hygiene.
• Optional: Face masks and protective eyewear for enhanced safety.

6. Additional Supplies for Problem Collections

• Sealed bottled water (up to 8 oz.) for "dry mouth" scenarios.
• Flashlight for inspecting the oral cavity.
• Tamper-evident tape for securing personal belongings if necessary.

Proper Handling and Storage of Supplies

Inventory Management

• Maintain an adequate supply of collection devices and CCFs.
• Regularly check the expiration dates of collection devices.
• Store devices in a clean, temperature-appropriate environment according to manufacturer guidelines.

Device Inspection

• Verify that all collection devices are within their expiration dates before use.
• Inspect packaging for damage or tampering.
• Replace expired or compromised devices immediately.

Switching Between Specimen Types

• If an oral fluid specimen cannot be collected, be prepared to switch to a urine specimen collection (if qualified to do so).
• Document the reason for the change in the CCF's Remarks section.
• Ensure urine collection kits are readily available when required.

Best Practices for Supply Management

• Double-Check Supplies: Confirm all required supplies are present before beginning the collection process.
• Backup Supplies: Keep extra collection devices and CCFs to handle unexpected issues.
• Compliance with Standing Orders: Be familiar with the employer’s standing orders regarding specimen type preferences.
• Emergency Preparedness: Have contingency plans for equipment failure (e.g., backup power, extra paper forms).

Conclusion

Having the correct and properly maintained supplies is essential for a compliant and efficient DOT oral fluid specimen collection. Collectors must stay proactive in managing inventory, inspecting devices, and preparing for alternative collection methods to ensure a smooth and secure collection process. Adhering to these guidelines upholds the integrity and reliability of the DOT drug testing program.