FormFox Collector Training: Practice Tests – Expert Mode
Upon login to the FormFox application, the user is taken to the FormFox landing page. Along the left-side of the page, the Drug and Alcohol Testing menu options are displayed.
When beginning a specimen collection, click the applicable link under the “Start Collection Using” heading.
COMPLETE ALL PRACTICE/TRAINING COLLECTIONS USING THE “ACCOUNT NUMBER” LINK TO LAUNCH THE FORMFOX SPECIMEN COLLECTION WIZARD. (Note: This is the purple-colored link.)
If you need assistance completing the practice tests, contact the FormFox Implementation Team at: 1 (877) 376-3691 ext. 7
While in training, you will complete all practice tests using a TEST account number only. DO NOT use this account for live collection events.
Step-by-step instructions:
Login to FormFox
Launch the Specimen Collection Wizard
Click > ACCOUNT NUMBER
Select the Laboratory
Begin with thetest account number as indicated in the attached practice tests (See pages4-5). DO NOT use the test account for live collection events. Enter Donor Information.
Click > SEARCH
(Pre-ordered tests may display, do not use any pre-ordered tests when completing the practice collections.)
Select Create New Test.
The next screen is the collection instructions. They will appear on the screen for 5 seconds before allowing the collector to move on to the donor information page. If the donor would like to view a simplified version of the instructions the collector can click the link that reads, ‘View Help.’ There is a close button that appears at the bottom of the screen. Click this button to close the simplified instructions.
Clicking close brings you back to the detailed instruction page. You need to scroll to the bottom of the page. You have the option of clicking on a box if the donor would like a copy of the collection instructions. Selecting “continue collection” will bring you to the donor information page.
Begin the Specimen Collection Process
Enter Donor Phone Numbers
Enter location (if the field is required for this account)
Verify Donor ID – Select the appropriate method
Select Reason for Test from the dropdown menu
Select the Testing Authority
If there are extra fields requiring more information to be entered, enter the information.
If the Laboratory account is linked to only one drug test panel, FormFox will automatically select that panel.)
If the Laboratory account is linked with multiple drug test profiles, select the preferred panel by pointing the arrow (mouse) on the text of the preferred panel and left-click to highlight the drug test panel. THEN, click the Submit button located to the right of the drug panel display.
If you are unsure of the drug test panel preferred by the client, click the “No Test Indicated” box. (This is only available on Quest Diagnostics collections presently).
Once all the donor information is entered and the correct panel is displayed click next.
Collect the Specimen
The next screen is Collection step two. It will walk you through the collection process. You will be presented with a series of “yes/no” questions that guide you through the correct collection process based on given responses.
The first question asks if an item has been brought to the facility with the intent to adulterate or substitute the specimen.
If the answer is yes, a message will appear directing the collector to ask the donor to consent to a direct observed collection.
If the answer is “no,” proceed with the collection process according to the federal collector training guidelines.
Once the donor has provided a specimen you will be able to select the yes radio button after the question, “Was the donor able to provide a specimen?”
Unable To Void
However, if the donor was unable to void, select no. If you select no, a button will appear that reads, “Unable to void-donor refused.” After clicking on that button you will be asked to select the appropriate status of the test, provide required remarks and hit the next button.
If the collector needs to contact the Designated Employer Representative (DER) the contact information appears on this screen.
Choosing to suspend the test indicates that the donor will re-attempt to provide a sample at a later time. Choosing any of the other options will end the collection, remarks will always be required.
Temperature out of Range
Once the donor is able to provide a specimen the collector must determine whether the temperature of the specimen is between 90 and 100 degrees. If the answer is no, a button reading “temperature out of range” will appear.
The new screen will have a message which reads, “You must complete this collection and immediately conduct a new collection under direct observation procedures. Please enter the appropriate remarks below. After you collect a second specimen, please notify your supervisor and the DER that you have collected a specimen under direct observation and the reason for doing so. If the DER is unavailable, specify the DER name, date, and time that you attempted to contact them in the remarks section and complete the collection.”
Click the next button.
If the temperature is in range, the collector will be asked whether or not the specimen appears to be tampered with. If the answer is “yes”, read the pop-up message on the screen, inform the donor that a second collection under direct observation will be conducted and click yes on the message box to proceed.
If the donor refuses to consent to a second collection under direct observation click “no” on the donor consent message box. This collection will be considered a refusal to test. You are instructed to notify the DER and enter remarks supporting the events that took place. Clicking the next button will end the collection.
If the specimen does not appear to be tampered with, click no and proceed.
The last question in collection step 2 is, “Is there a minimum of 45 milliliters of urine?”
Insufficient Volume
If the answer is no, click on the button that reads “insufficient quantity-shy bladder.” On the next screen select the status of the collection from the drop down menu. Enter remarks; and select next. Depending on the status selected, the test will either be suspended or the collection process will end.
Once the donor is able to provide a sufficient specimen quantity that is within the appropriate temperature range, that has not been tampered with, the collector will proceed to the next section on the page.
The split sample designation will be the default in the software. If you are collecting for a federal agency that does not require a split sample collection; and therefore a single sample is collected, change the designation to single.
Enter any appropriate remarks in the remarks section. If remarks were entered previously as a result of using one of the alternate path wizards, those remarks will also be included in the remarks section of the CCF.
Handling the Vials
At this stage in the collection process, the collector is instructed to pour the sample from the collection container into the sample vials and seal the vials with the green Federal FormFox seals. The collector should then date the seal, and request that the donor initial the seal on both vials.
Once this step is completed select the radio button indicating such.
If the donor refuses to initial the labels, hit the button next to “donor refuses to initial.” If the donor refuses to initial, FormFox will auto-fill the remarks section with the note, “donor refuses to initial vials.”
On the next page, the collector will be asked to scan or enter the barcode from each specimen bottle. Collection Details – During practice collections you will not need to use the FormFox labels. You will enter the specimen ID as TEST and may print the CCF on plain paper or not print the CCF.
Have the donor verify all the information on the screen, paying close attention to the specimen ID values entered or scanned into the specimen ID fields to ensure a match with the specimen IDs on the sample vials.
If the donor would like to review the instructions and privacy act statement, there is a link to that information on this screen.
Capturing Signatures
The next step is to click the “donor certification and signature” button.
When the donor is asked to provide a signature, that signature can be captured on the e-signature pad. If the donor provides an electronic signature, simply click the “accept signature” button.
If the donor refuses to provide an electronic signature, but will provide a wet signature with a pen, the donor can choose to do so at this point by clicking the accept button under the phrase, “I refuse to sign electronically, and will sign copies 2 through 5 of the custody and control form directly with a pen.” This will require the collector to print out copies 2-5 of the CCF.
If the donor refuses to provide a signature all together, the donor may click the accept button below the phrase “I refuse to provide my signature.” If the donor chooses this option, a remark will appear on the CCF indicating that the donor refused to sign.
Once the donor signature and certification process is complete, click the next button.
On collection step 4 page, the collector will select the courier that will transport the specimen to the laboratory. Next the collector will certify the collection with their signature by clicking on the “collector signature” button, signing on the e-signature pad, and selecting the “Accept Signature” button.
In the next section of the collection step four page, The collector will indicate which copies of the CCF to print.
Printing The CCF
The Laboratory Copy 1 is required to be printed and is preselected for the collector. This copy will be included in the transportation bag with the sample and sent to the laboratory.
Collectors can choose to print additional copies of the CCF by clicking the check box next to each of the desired copies.
The donor is required to receive a copy of the CCF. The donor can choose to have their copy printed, or have a link to the document sent via email or text message.
Should the donor request a copy of the collection instructions and privacy act statement, the collector has an option to choose to print those at this time.
Clicking “print” will immediately send the lab copy to the printer. You may be prompted to allow the document to print, by selecting yes in response to the adobe reader message. After the lab copy has printed click on the close button. If the collector elected to print additional copies of the CCF those copies will appear in a print preview window and require the collector action to enable printing.
IF THE CCF PREVIEW WINDOW DOES NOT OPEN, CHECK TO SEE THAT YOUR “POP-UP BLOCKER” IS TURNED OFF. IF A MESSAGE DISPLAYS ALLOWING YOU TO SELECT “ALWAYS ALLOW POP-UPS FROM THIS SITE”, SELECT THE OPTION.THE “REFRESH” BUTTON MAY NEED TO BE CLICKED AFTER CHANGING THE POP-UP BLOCK SETTINGS.
YOU MAY NEED TO CLICK THE “REPRINT FORM” BUTTON (located on the left side) IN ORDER TO VIEW THE PREVIEW OF THE CCF. (Select the option “paper jam” for the reprint reason, then click Submit.) ***Please call FormFox Technical Support if you are unable to resolve any printing problems. 1(877) 376-3691 ext 1.
MOCK COLLECTION INFORMATION
Create and complete the following four specimen collections using the TEST account numbers provided to begin the collection. The CCF’s will generate with the specific lab logos and format of their CCF’s. CCF formats will vary. DO NOT use the test account for live collection events.
CRL Account#: CRL.FFOX.dottest (TEST ACCOUNT) / Quest Account#: 15076619 (TEST ACCOUNT)Donor Name: Donor, One / Donor Name: Donor, Two
SSN: PRACTICE / ID: PRACTICE
DOB: 05/15/1969 / DOB: 04/18/1986
Evening Phone: (852) 561-6589 / Evening Phone: (904) 456-9627
Daytime Phone: (852) 638-1257 / Daytime Phone: (904) 591-4864
Identification: Photo ID / Identification: Photo ID
Testing Authority: FRA / Testing Authority: FAA
Test type: Pre-employment / Test Type: Post Accident
Drug Panel: DOT Urine Default / Drug Panel: DOT Urine Default
CRL Account : CRL.FFOX.dottest(TEST ACCOUNT) / Quest Account : 15076619 (TEST ACCOUNT)
Donor Name: Donor, Seven / Donor Name: Donor, Eight
SSN:PRACTICE / SSN: PRACTICE
DOB: 11/24/1978 / DOB: 12/30/1961
Evening Phone: (852) 561-6589 / Evening Phone: Not Provided
Daytime Phone: (852) 638-1257 / Daytime Phone: (904) 591-4864
Identification: Photo ID / Identification: Photo ID
Testing Authority: FTA / Testing Authority: FMCSA
Test type: Pre-employment / Test Type: Random
Drug Panel:DOT Urine Default
**Temperature Out of Range / Drug Panel: DOT Urine Default
**Shy Bladder
Once a collector has completed the practice tests, please have them write their name, sign, and date this roster indicating that they have indeed completed all required practice tests. Please scan this roster to and the collectors on the roster will be turned live for DOT collections.
Name / Signature / Date
6/20121