7. Tird party ECCF provider agreement with the laboratory
8. Information checklist and self-assessment Once the joint ECCF and Laboratory
Plan is accepted, NLCP schedules a one-day audit comprised of two NLCP consultants, one RTI technical consultant, and one NLCP staff member. To assure that the ECCF can accommodate all collection variations, the audit process covers mock collections, including examples of shy bladder, refusal to sign, refusal to use electronic signature, reprinting due to printer error, and duplicate copies. Laboratory employees must be trained and their performance documented prior to the implementation of an electronic collection.
Collection Site Integration is Easy Generally, collection sites furnish the following items to get started: 1. A computer (or iPad) with a bar code scanner and printer in the collection area where the samples are sealed
2. Internet connection to access the online application and obtain account informa- tion from the laboratory and employer
3. Signature pad for capture of electronic signatures
Unlike a traditional paper chain of
custody, there are no integrated tamper- evident seals on the form, since the chain of custody form is printed on plain paper. Consecutively numbered, tamper-evident, pre-printed barcode labels are provided to each collection site by the ECCF vendor. To complete a collection, barcode labels/ seals are removed and affixed to Botle A and Botle B, and scanned into the ECCF soſtware wizard. Te soſtware then assigns/ links the Sample ID value from the seal number to each page of the CCF, both electronically and on the printed CCF copies. Once the collection is complete, the collector packages the sealed specimens along with the printed Copy 1 of the ECCF, consistent with existing protocols for shipment to the laboratory.
10 datia focus
Secure, Web-Based Access to Information is a Plus As a part of the ECCF approval process, each laboratory must demonstrate its ability to provide web-based access to account information, including the employer information, MRO reporting contact address, and testing panel options (most non-DOT employers have multiple panels available). In addition, the laboratory must provide collection cups and specimen vials.
Automated ECCF Distribution Mitigates Inefficiencies CCF Copy 2 (Medical Review Officers, or MRO Copy) distributions can follow the traditional manual fax method or utilize a more automated protocol. Te ECCF process can auto-fax the MRO copy based on the MRO fax information contained in the laboratory account data used to generate the ECCF. Alternatively, MRO companies may access both the electronic MRO ECCF and associated collection data via electronic data integration with the ECCF system. Both of these automated processes eliminate the need for the collector to print and manually fax the ECCF. In addition, the automated process reduces the potential for lost or missing MRO CCF copies, and eliminates the need for MRO staff members to search for missing MRO CCF copies. Finally, the ability to deliver the data and ECCF images to MROs electronically eliminates the need for manual entry and matching of the ECCF to the laboratory result by MRO staff members, thereby improving quality and efficiency. Te donor can choose to receive the
Donor Copy of the CCF as a printed copy at the time of collection, or via a secure email or SMS link. Te collector copy is stored electronically in the ECCF system, and can be easily retrieved and viewed, or printed as necessary. Te employer copy can also be electronically distributed if the collector has information and a protocol for delivery via either secure fax or email.
Opportunities Exist for Continued Improvement When introducing a new process or soſtware application to a complex process, there are always opportunities for improvement. Te introduction of the DOT ECCF process is no different. As an industry, we must recognize these opportunities and collectively work to take advantage of them. Te most common opportunities for improvement are: 1. Duplex printing (front and back) of the Copy 1 (Laboratory Copy) and Copy 2 (MRO Copy). Tis is typically related to printer setings;
2. Receipt of an ECCF sample for a sys- tem not approved at the laboratory;
3. Specimen botles received at the labo- ratory without seals applied;
4. Screen shots from the computer rather than printing of the completed ECCF;
5. Missing digitized or “wet” ink collector signature on the ECCF. (Although this is not a fatal flaw, the regulations require a Memorandum for Correction (MOC) by the collector, to be completed and sent by mail/courier to the laboratory). Using a fax machine to deliver the MOC to the laboratory is not acceptable;
6. Collection of a federal sample on a non-regulated ECCF;
7. Sending an ECCF collected sample to a laboratory that has not been approved to test specimens using that system; and
8. Upgrades from a Non-Regulated ECCF collection to Regulated collection are not permited.
Two Acceptable Systems, Each With Benefits There are currently two ECCF systems approved for use by the laboratories. These protocols are known as Type 1 and Type 2 combination (electronic and paper) systems. The Type 1 system has the data for
the collection entered into the ECCF collection wizard, and upon completion of the collection, the five copies (ply’s)
spring 2017
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