Common Mistakes DOT Collectors make and how to Avoid them
- info096124
- Mar 17
- 3 min read
1. Not Properly Verifying Identification
Mistake: Failing to verify the identity of the employee/individual before conducting the test.
How to Avoid: Always verify the donor's identity using a valid photo ID, such as a driver's license or company-issued ID, before beginning the collection process. Double-check the information against the chain of custody form.
2. Inaccurate or Incomplete Documentation
Mistake: Incorrectly completing or failing to complete the chain of custody form, which is crucial for ensuring the integrity of the test.
How to Avoid: Pay close attention to every detail when filling out the chain of custody form. Double-check dates, times, donor information, and signatures. This form must be accurate to ensure the test results are legally admissible.
3. Inadequate Sanitation and Cleanliness
Mistake: Not maintaining cleanliness of the collection area or equipment, which can compromise the test.
How to Avoid: Clean the collection area thoroughly before and after each test. Disinfect surfaces, and ensure that collection materials (cups, containers, etc.) are sterile. Always follow protocols for cleanliness to avoid contamination.
4. Not Following Proper Testing Protocols
Mistake: Deviating from the established DOT testing protocols, which can lead to invalid results or compliance violations.
How to Avoid: Always follow the DOT’s 49 CFR Part 40 procedures precisely. Review the regulations regularly to stay current with any changes and ensure you’re conducting the tests according to the required standards.
5. Failure to Maintain Privacy and Confidentiality
Mistake: Not ensuring the donor’s privacy during the collection process or disclosing confidential information to unauthorized individuals.
How to Avoid: Ensure the collection is conducted in a private and secure location. Do not share any test results or personal information about the donor with anyone who doesn’t have a legitimate need to know.
6. Not Monitoring for Tampering
Mistake: Failing to monitor for signs of specimen tampering or substitution.
How to Avoid: Be vigilant during the collection process. Instruct donors not to bring any personal items into the collection area (e.g., bags, coats, or large items) to avoid potential tampering. For urine tests, observe the donor while they provide the sample without violating their privacy.
7. Incorrectly Handling or Labeling Specimens
Mistake: Mislabeling specimens or incorrectly handling them, which can lead to mix-ups or mistakes.
How to Avoid: Always label specimens immediately after collection, and double-check that the labels match the donor’s chain of custody form. Keep specimens secured and properly documented throughout the entire collection process.
8. Not Providing Clear Instructions to the Donor
Mistake: Not giving clear and concise instructions to the donor before the test.
How to Avoid: Always explain the process to the donor beforehand, including the importance of following the rules and what is expected of them during the collection. Answer any questions the donor may have to reduce confusion and ensure they understand the procedure.
9. Skipping Required Temperature Checks
Mistake: Not checking the temperature of the urine sample within the required timeframe.
How to Avoid: After the urine sample is collected, always check and record the temperature immediately. The sample must be between 90°F and 100°F. If the temperature is outside this range, further actions may be required to confirm the integrity of the specimen.
10. Not Following Refusal Procedures
Mistake: Not properly handling a donor who refuses to comply with the testing process.
How to Avoid: If a donor refuses to take a test, follow DOT guidelines to document the refusal and take appropriate steps, such as notifying the employer. Clearly explain the consequences of refusal to the donor before the collection.
11. Not Addressing Donor Questions Appropriately
Mistake: Failing to answer the donor's questions or providing incorrect information about the testing process.
How to Avoid: Be prepared to answer common questions regarding the collection process, but avoid giving medical advice or opinions on the test results. If uncertain, refer the donor to the employer or medical review officer (MRO) for additional clarification.
12. Failing to Complete the Testing in a Timely Manner
Mistake: Delaying the collection or transportation of the specimen, which can affect the accuracy of the results.
How to Avoid: Complete the collection process as efficiently as possible, and ensure that the specimen is sent to the laboratory promptly. Follow all required timeframes outlined in DOT regulations.
By following procedures carefully, and avoiding these common mistakes, DOT collectors can ensure that drug and alcohol testing is done accurately, legally, and ethically, protecting both the donor and the integrity of the testing process.
