FAQs and Troubleshooting Common Issues in DOT Oral Fluid Testing

Overview

This article addresses frequently asked questions (FAQs) and common issues encountered during DOT-regulated oral fluid specimen collections. Collectors, employers, and employees (donors) can use this resource to better understand the collection process and how to resolve potential challenges in compliance with 49 CFR Part 40.

Frequently Asked Questions (FAQs)

1. What should a collector do if the employee cannot provide enough oral fluid?

• Provide the employee with up to 8 oz. of water and wait 10 minutes before attempting a second collection.
• If the employee still cannot provide a sufficient specimen, contact the Designated Employer Representative (DER) for guidance.

2. Can an employee refuse to remove gum or candy from their mouth before the collection?

• No. Refusal to remove foreign objects from the mouth is considered a refusal to test under DOT regulations.

3. What happens if the collection device is expired or damaged?

• Do not use expired or damaged collection devices.
• Replace the device with a valid, non-expired device and document the issue in the Remarks section of the Custody and Control Form (CCF).

4. How should collectors handle employees who become confrontational during the collection?

• Remain professional and calm.
• Do not engage in arguments.
• If the situation escalates, contact the DER immediately and document the incident.

5. Can the collector use an alternative specimen type if oral fluid collection is unsuccessful?

• Only if authorized by the employer's standing orders or if instructed by the DER.
• Document the reason for switching specimen types in the CCF.

6. Is the employee allowed to leave the collection site during the process?

• No. Leaving the site before completing the collection is considered a refusal to test unless authorized by the collector or DER.

7. What if the employee refuses to sign the CCF?

• Document the refusal in the Remarks section of the CCF.
• Notify the DER immediately.
• Continue the collection process without the employee's signature.

Troubleshooting Common Collection Issues

1. Insufficient Specimen Volume (Dry Mouth)

• Offer up to 8 oz. of water and wait 10 minutes.
• Ensure the employee is not nervous or anxious, as this may contribute to dry mouth.
• If still unsuccessful, contact the DER for further instructions.

2. Collection Device Malfunction

• Use a replacement collection device immediately.
• Document the malfunction in the CCF.
• Do not attempt to repair or reuse the faulty device.

3. Incorrect or Incomplete CCF

• Double-check all fields before the employee leaves.
• Correct minor errors following DOT procedures for correctable flaws.
• If a fatal flaw occurs (e.g., missing signatures), the test must be canceled and a new collection initiated.

4. Specimen Tampering Concerns

• If tampering is suspected (e.g., employee placing substances in their mouth), stop the collection immediately.
• Document the behavior in the CCF and notify the DER.
• Do not accuse the employee; simply report the facts.

5. Lost or Damaged Specimen During Transport

• If the specimen is lost or damaged before reaching the laboratory:
  • Notify the DER.
  • Arrange for a recollection.
  • Document the incident thoroughly.

Best Practices for Avoiding Common Issues

• Prepare in Advance: Verify that all collection supplies are available, valid, and in good condition before beginning the collection.
• Clear Communication: Explain the collection process and expectations to employees to prevent misunderstandings.
• Thorough Documentation: Record all relevant details, especially when issues arise, in the Remarks section of the CCF.
• Remain Professional: Stay calm, neutral, and professional in all interactions with employees.
• Follow Procedures: Strictly adhere to DOT regulations and guidelines for every collection.

Conclusion

By understanding and effectively managing common issues during the DOT oral fluid testing process, collectors can ensure compliance and maintain the integrity of the drug testing program. Following these FAQs and troubleshooting best practices helps prevent errors, resolve problems, and safeguard the reliability of test results.