IHSNs Small Fleet Program
IHSNs Small Fleet Program is designed specifically to meet the needs of
owner-operators and other small motor carriers (company's who employ
just one or two drivers) who must comply with FMCSA drug and alcohol
testing regulations. DOT requires these size carriers to be enrolled in a consortium
pool for random selections.
IHSN’s Small Fleet Program is designed to
provide a comprehensive testing package including random consortium
pooling, supervisor & driver education, record keeping
materials and more. This service program provides a complete turn-key compliance
system for small companies and features a flat annual fee per driver that covers the entire*
program costs for the year. This is an excellent service package for:
employ just one or two drivers
Small Carriers that want to be enrolled in
a consortium pool rather than have an individual company selection
Carriers new to DOT drug and alcohol
Carriers who want to control their
costs by paying one flat fee per driver per year
*Testing required as a result of a
program violation, (i.e. return to duty, follow-up testing, etc.) is not covered by the
annual program fee.
Clients who enroll in our Small Fleet Service program receive the following Service
IHSN Services Guide
Upon enrollment each IHSN client receives our valuable IHSN Services Guide. Our IHSN
Services Guide provides:
An introduction to our service
Answers to your common service
A listing of your designated service
providers (Lab, MRO & collection sites),
Program Management Resources,
Sample Company Policy Information,
Tabbed sections for you to store
your service contracts and copies of our monthly newsletter, IHSNews.
This handy ring-bound guidebook is
divided into convenient tabbed sections for easy reference and convenient storage of your
important program documents.
Laboratory and MRO Services
IHSN makes using or changing to our services a snap by making all the arrangements for
establishing your laboratory testing and Medical Review Officer (MRO) accounts. For Small
Fleet clients the cost of the lab testing and MRO review services are included under the
annual enrollment fee.
DOT clients who enroll in our Small Fleet Service program receive the DOT mandated 5-panel
Drug Screen Collections and DOT Alcohol Testing
For clients enrolled in our Small Fleet Service program, the cost of all drug screen
collection and DOT required alcohol testing is included at no extra charge.
Rapid Result Reporting
IHSN understands that drug test results cannot come too soon. Your companys critical
personnel and operations decisions depend on them. Our MRO Services Department is
dedicated to providing the rapid, top quality service you
need. Negative test results are generally reported the next business day following
specimen collection provided the collector ships the sample and faxes the MRO a copy of the custody and control
form the same day the sample is
collected . Positive lab test
results are handled immediately upon receipt from the laboratory ensuring minimal wait
times for your MRO verified result.
Specimen Collection Supplies
IHSN provides all specimen collection supplies needed for drug testing including:
Specimen collection and bottle
Custody and Control forms
pre-printed with your companys account information
Specimen shipping supplies including pre-addressed shipping
labels for overnight courier shipping of the specimen to your designated
IHSN will order and ship the initial
supply of testing materials to you or directly to your collection site(s). Clients
enrolled in our Small Fleet program also receive a Cab Pack test kit for
each driver. This compact test pack contains all the supplies necessary to complete a drug screen collection.
The kit is designed to be kept aboard your vehicle for use in case of a post-accident
or other emergency testing situation.
Collection Site Referral and Account Set-Up
Our Small Fleet Service clients receive IHSNs Collection Site Referral & Set-up
Service. Locating and establishing collection and alcohol testing sites is critical to the
success of your Drug and Alcohol Testing Program. Using our vast collection site database
and collection site locator resources, we will locate collection sites in your designated
testing areas and help you determine which sites best meet your unique service needs. We
will then coordinate the set-up of your account at each chosen collection site by
providing the site with detailed instructions concerning the establishment of your
Your company name, address, phone
numbers and authorized contacts
The names, addresses and phone
numbers of your testing lab and MRO
Specimen shipping instructions
Instructions concerning how to order
additional testing supplies,
Instructions concerning the
disbursement of testing paperwork, and
For Small Fleet Service clients IHSN
will also obtain a certification form from the facility verifying that the site agrees to
provide services in compliance with all applicable DOT regulations and agrees to provide
copies of all required documentation, including training records, when requested by the
employer or DOT agency.*
We will also order and ship the
initial supply of specimen collection materials to each collection site or if you prefer
we will ship the supplies directly to you for distribution to your sites or employees.
IHSN will also act as a liaison between the employer and the collection site on an
*IHSN does not obtain copies of the
training documentation for each collector or alcohol test technician. IHSN obtains a
certification form from the site that they agree to provide all services in compliance
with DOT regulations including ensuring that all of their staff are trained according to
DOT requirements. If a DOT auditor requests the training information for a specific
collector or alcohol technician, the employer is responsible for obtaining this
documentation from each site location.
IHSNs Random Consortium Services
Clients who enroll in IHSNs Small Fleet program are placed in IHSNs random
consortium pool for drug and alcohol random selection services. IHSNs sophisticated
computerized random selection system automatically calculates the number of random
selections required for the quarter and then selects the appropriate number of employees
for random drug and/or alcohol testing. If you or one of your employees is selected for
testing, IHSN sends you a written notification of the required testing and detailed
instructions explaining where to report for testing and the deadline by which the testing
must be completed.
Split Sample Testing Services
DOT regulations require that all DOT drug screen collections be completed using the split
sample collection method. In short this collection method requires that the urine
specimen be divided into two separate specimen bottles at the time of collection.
Both bottles are sealed and shipped to the laboratory. However, only the primary
bottle is originally tested. If an employee's test result is verified as positive or
refusal to test by the Medical Review Officer (MRO), the employee has the right to request
that the second specimen bottle be shipped to a second certified testing laboratory for
reanalysis. IHSN's MRO automatically informs the DOT employee of this right during the
donor interview process. If the employee requests this specimen be re-tested, DOT
regulations require our MRO Service Department to process this request immediately.
The fee for this test is not covered under the annual program fee and is billed to the
employer. The employer may choose to collect
re-imbursement from the employee if this is required by the employer's company
DOT Regulatory and Program
Small Fleet Service clients receive assistance with DOT regulatory and program compliance
questions and concerns for no additional charge. IHSNs friendly, dedicated staff are
extensively trained to provide answers to your regulatory and program compliance
questions. Wading through and reading DOT regulations can often be confusing and time
consuming. Our highly knowledgeable staff can quickly guide you through the rules to help
you locate and understand the appropriate regulations and procedures.
24 hour Emergency Testing Assistance
Because accidents do not occur just on weekdays or during regular office hours, IHSN has
staff on call 24 hours a day, 365 days a year to assist our Small Fleet Service Clients
with post-accident or other emergency testing situations. To utilize this service simply
call our toll free number day or night. We will locate a test site and make all the
arrangements with the clinic for the required testing. When you are dealing with an
accident or other emergency testing situation the last thing you want to worry about is
locating a competent site to perform drug and alcohol testing. We make arranging for
emergency testing worry free!
*Note: Due to the urgent nature of
this testing and the immediate need for the completion of the site set-up, IHSN will not
obtain a signed collection site certification statement prior to completing an emergency
site set-up. If the employer wishes to obtain this information, it is the employer's
responsibility to obtain this documentation from the test site after the completion of
Access to IHSNs Non-Emergency Over-The-Road Collection Site Set-up Services
Because it is not always possible or convenient to use your permanent collection sites for
pre-employment, random or other testing, IHSN offers our Small Fleet Service Clients our
IHSN Over-the-Road Collection Site Set-Up Service. To use this service simply call our
toll free number during regular office hours. We will locate a collection site in the
requested area and make all the arrangements for the required testing. We then call you
back with the facility information so you can direct your employee to the test site. This
service is a great tool for completing randoms on-the-road or pre-employment testing on
applicants who live far distances from your place of business, saving you travel and
lodging expenses when qualifying applicants.*
**Note for DOT Employers Only: To ensure that
all testing is completed in compliance with DOT regulations, IHSN's standard policy is to
obtain a collection site certification form from each site prior to completing the site
set-up for your company. However, this can delay the site set-up. If the
employer does not want the set-up delayed for this process, the employer can request that
IHSN not obtain the site certification. In these cases the employer will be required
to sign a release form.
Specimen Status Tracking & Expedited Result Reporting
IHSN understands that drug test results cannot come too soon, your critical personnel
decisions depend on them. If you are particularly anxious about the status of a pending
test result simply call our offices. Our MRO staff will contact the lab to:
1) verify that the lab has received
2) determine the testing status of the specimen and,
3) obtain an estimate of when the lab is expected to release the result to the MRO for
In addition to contacting the lab to
verify the status of your test results, for Small Fleet Service clients, our MRO staff
will also contact your collection site to verify that the employee did complete the test,
we will verify when the sample was shipped, and track the specimen with the courier
service responsible for transporting the specimen to the testing laboratory. If you are
particularly anxious about a specific result, for Small Fleet Service clients, our MRO
staff can also enter a "flag" in our computer system that will automatically
notify the staff member the minute that specific result is received into our computer
system. The result can then be flagged for "priority or emergency" processing to
further expedite the MRO review and reporting process.
Expedited Correction of Custody and Control Form Errors
Let's face it -- collection site personnel are people. People make
mistakes. Sooner or later, an error will be made on a custody and control form by
one of your collection sites. Most MRO's rely on the lab to correct these errors,
which means that your specimen is placed on hold and sent to a correction department along
with hundreds of other specimens requiring corrective action. This process can take
several days to complete costing you time and revenue. What does it cost you
to have a truck stand still or a job position vacant for two to three days while you wait for a test result?
IHSN, on the other hand, expedites the
correction process by coordinating with the collector to correct the error.
Our MRO staff contacts the collector to inform him/her of the error, review the
proper procedures to ensure that the error does not happen again, and obtain the necessary
corrective paperwork. This involvement in the correction process to expedite the
correction of custody and control form errors is not common practice for most MRO
organizations. Our MRO
Services Department is committed to going the extra mile ensuring you receive your test
results as rapidly as possible. This commitment to excellence speeds up the
processing time for Custody and Control form errors saving you time and money.
Regular Customer Service Account Reviews
IHSN regularly reviews our client accounts for compliance issues such as
incomplete random testing or changes in testing
activity that may indicate a service or compliance concern.
In these situations our friendly, dedicated staff
will contact you to review your account with you. This personalized service
helps you identify and correct compliance issues before they become a problem.
Subscription to IHSNews
Our monthly newsletter, IHSNews keeps you up to date on changes in DOT regulations.
IHSNews also provides regulation reviews, DOT interpretive guidance, procedure reviews,
and articles on other drug and alcohol testing topics. One subscription to IHSNews is
provided to each IHSN client as part of their service program.
IHSNs on-line Regulation and Compliance Resource Center
Small Fleet Service Clients are given access to our on-line DOT Regulation and
Compliance Resource Center. This Resource Center located on IHSNs web site provides
The 49 CFR Part 40 Drug and Alcohol
The Part 382 Federal Motor Carriers
Safety Administration Drug & Alcohol Testing Regulations
DOT Interpretive Guidance
Common Regulation Questions and
Guidance for Making Post-Accident
Program Management Tools
Past issues of IHSNews, and
Links to Variety of useful DOT,
Government and Industry Drug and Alcohol Testing Web Sites.
Program Management & Resource
Quality Program Management and Resource materials are essential to the maintenance of your
drug and alcohol-testing program. IHSN provides you with a comprehensive set of program
materials to make it easier for you to manage your testing program and maintain compliance
with DOT regulations. Our program management package includes: a sample drug and alcohol
testing policy, a copy of the Part 382 and Part 40 testing rules, and
IHSN's FMCSA Drug and
Alcohol Testing Forms Packet. Employers enrolled in our Small Fleet Service program
receive these materials as part of their enrollment package.
Supervisor Training Programs
Supervisors play a crucial role in an effective drug and alcohol-testing program. More
than anyone else, they are in a position to recognize changes in an employees job
performance. Our supervisor-training guide gives your supervisors the tools they need to
make reasonable suspicion determinations. This training guide meets the DOT training
requirements of Part 382.603, is packed with valuable information and includes sample
forms and a certificate of completion. Employers enrolled in our Small Fleet Program
receive a copy of our Supervisors Training Guide as part of their enrollment
Driver Education and Training Programs
Employee Information and Training Programs are key to maintaining an effective drug and
alcohol testing program. It is essential that employees understand not only what is
expected of them, but also what to expect when they submit to drug and alcohol testing.
Our Drivers Guide meets the DOT training requirements of Part 382.601(b), is packed
with easy to read information, and includes a certificate of receipt for your employee
testing files. Each driver enrolled in our Small Fleet Program receives a Drivers
Drug and/or Alcohol Free Workplace
DOT Regulated Employers
Each DOT regulated employer is required to have a written drug and alcohol testing
policy. Industrial Health Services Network, Inc. provides each employer regulated by the
Federal Motor Carrier Safety Administration Regulations with a sample drug free workplace
policy at no extra charge. This sample is designed to be used as a model for developing
your drug and alcohol testing policy. IHSN recommends that you have a competent attorney
review any new policy before adopting it as your company policy.
Substance Abuse Professional (SAP)
When an employee violates a program prohibition, IHSN can refer you to a qualified
Substance Abuse Professional to meet the DOTs referral and evaluation requirements.
IHSNs SAP Referral service includes locating an appropriate facility and certified
personnel to perform the SAP evaluation according to DOT regulations. IHSN provides
the employer with a set of referral documents including the SAPs contact
information, a certification form, signed by the SAP, verifying the SAP has
completed the proper training and holds the required license or
certification. The employer is also provided with copies
of the SAPs license or certificate and proof of DOT training.
To receive a customized
quote for this service package, please call IHSN at 800-880-4444.