By Ginny Clay, Operations Manager, TSS
Every Designated Employer Representative (DER) should expect to be audited by the modal agency in which they work. When we think about being audited, we almost always panic! But this does not have to be the norm. Good preparation and organization are key.
As a DER, you should have a comprehensive system that manages your day-to-day dealings in drug and alcohol testing. We all know when and why we must test our employees, but as the DER you are responsible for keeping track of a lot of important details including:
- Who needs to be tested
- Ensuring that employees are being tested under the correct transportation mode procedures (FAA, FMCSA, FTA, etc.) and are being sent for the testing their job title requires
- Collecting and recording results.
- Updating and maintaining employee lists.
- Communicating any list changes to the Third-Party Administrator (TSS).
- Making sure the proper procedures are followed before an employee is reinstated after a non-negative result.
To properly perform their role, the DER should be informed about drug and alcohol testing and its processes. When possible, it is also helpful to be familiar with your local collection sites, and maintain good and regular communication with your TPA.
Auditors are looking for all of the above. They want to ensure your company is in compliance with the regulations and that all testing is completed and recorded in the proper sequence. Safety is paramount, and it starts with a safe workforce.
TSS offers a DER class in a webinar format that outlines the duties of a DER and provides an opportunity for DERs to ask questions about their role and responsibilities. We also offer the Audit Ready Management System (ARMS). This comprehensive package of tools helps the DER ensure their workplace drug screening program is always up-to-date and compliant with federal regulations. ARMS provides specific solutions to help the DER locate the necessary documents for an audit, offers guidance on what to complete, and provides instructions for filing documents. You can purchase ARMS ($49) at the TSS online shop.
If you are interested in any of our services, webinars or products, please email us at info@tss-safety.com.