IHSN’s Small Fleet Program

IHSN’s 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: 

 

• Owner-operators

• Carriers that employ just one or two drivers

• Small Carriers that want to be enrolled in a consortium pool rather than have an individual company selection pool.

• Carriers new to DOT drug and alcohol testing

• Carriers who want to control their costs by paying one flat fee per driver per year

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*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.

 

Program Details
Clients who enroll in our Small Fleet Service program receive the following Service Package:

IHSN Services Guide
Upon enrollment each IHSN client receives our valuable IHSN Services Guide. Our IHSN Services Guide provides:

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• An introduction to our service program,

• Answers to your common service questions,

• A listing of your designated service providers (Lab, MRO & collection sites),

• Program Management Resources,

• Sample Forms,

• Sample Company Policy Information, and

• Tabbed sections for you to store your service contracts and copies of our monthly newsletter, IHSNews.

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This handy ring-bound guidebook is divided into convenient tabbed sections for easy reference and convenient storage of your important program documents.

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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.

Test Panel
DOT clients who enroll in our Small Fleet Service program receive the DOT mandated 5-panel drug screen. 

 

Drug Screen Collections and DOT Alcohol Testing
For clients enrolled in our Small Fleet Service program, the cost of DOT required pre-employment, random, post accident and reasonable suspicion* 'drug screen collection and alcohol testing  fees are included at no extra charge.

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*Testing not required by DOT regulations and 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.

Rapid Result Reporting
IHSN understands that drug test results cannot come too soon. Your company’s 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:

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• Specimen collection and bottle containers

• Custody and Control forms (CCFs) pre-printed with your company’s account information 

• Specimen shipping supplies including pre-addressed shipping labels  for overnight courier shipping of the specimen to your designated SAMHSA-certified lab

 

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 set of post accident testing supplies for each driver. These supplies 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 IHSN’s 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 account, including: 

 

• 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

• Billing instructions

 

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 ongoing basis.

 

*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.

IHSN’s Random Consortium Services
Clients who enroll in IHSN’s Small Fleet program are placed in IHSN’s random consortium pool for drug and alcohol random selection services. IHSN’s 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 policy. 

 

DOT Regulatory and Program Compliance Assistance
Small Fleet Service clients receive assistance with DOT regulatory and program compliance questions and concerns for no additional charge. IHSN’s 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.

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 us during regular office hours. We will locate a collection site in the requested area and make all the arrangements for the required testing. 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. 

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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:

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1.  verify that the lab has received the specimen, 

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 review.

 
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.

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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. 

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IHSN’s on-line Client Resource Center
Small Fleet Service Clients are given access to our on-line Resource Center. This Resource Center located on IHSN’s web site provides access to:

 

• The 49 CFR Part 40 Drug and Alcohol Testing Regulations 

• The Part 382 Federal Motor Carriers Safety Administration Drug & Alcohol Testing Regulations 

• DOT Interpretive Guidance

• Common Regulation Questions and Answers

• Guidance for Making Post-Accident Testing Decisions

• 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 Materials
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 employee’s 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 Supervisor’s Training Guide as part of their enrollment package. 

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 Driver’s 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 Driver’s Guide booklet.

Drug and/or Alcohol Free Workplace Policies

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. 

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Optional Services

Substance Abuse Professional (SAP) Referral Services
When an employee violates a program prohibition, IHSN can refer you to a qualified Substance Abuse Professional to meet the DOT’s referral and evaluation requirements. IHSN’s 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 SAP’s 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 SAP’s license or certificate and proof of DOT training.

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To receive a customized quote for this service package, please call IHSN at 800-880-4444.