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INSTRUCTIONS

How do I remove a driver?

Remove drivers from your active driver list

1)   On your company dashboard Click on the blue text/link “Manage Drivers”

a)       Find your drivers name by using the search functions or by scrolling.

i)        Click on the RED text/link “De-Activate Driver”

ii)       You will see a pop-up window:

1.    Are you sure, you want to de-activate this driver? 

When driver is De-Activated their information will not be deleted. It will be available for review and can easily be Re-Activated.

If this driver is in-active for more than 30 days and has not been a part of a random drug and alcohol testing program, then he/she is required to take a Pre-employment test when/if they are re-activated.

iii)   Click “OK” and this driver will be listed as “In-Active” and will not be part of any random selection

iv)     This driver now has a Blue “Active Driver” indication. And their Status is “In-Active”. This driver remains on your list to allow you to re-active them at no cost (unless they require a pre-employment test).

Drug and Alcohol Consortium Setup & Testing

Drug and Alcohol Consortium Setup, Instruction & Testing

LabWorks USA is a consortium for DOT drug and alcohol testing that ensures all truck drivers and other industry workers are compliant with all regulations put in place for drug and alcohol testing. We understand how tedious it can be to get yourself or your drivers compliant due to all of the steps that the process requires. That is why we provide drug and alcohol consortium setup services to all truck drivers and industry workers in need of compliance assistance. Our services will get you compliant with all rules and regulations, so you can just focus on your work and not to worry if all your paperwork is up to date. For more information on our consortium for DOT drug and alcohol testing, contact us today! If you are ready for your drug and alcohol consortium setup, follow the instructions below.

Membership Sign Up Instructions

1)      From the home page of labworksusa.com click on the “Sign Up Now” button.

2)      Step #1 - Fill in your company information.

a)       Take extra care to enter your company name correctly as this is how we track and confirm several items in our database.

i)        If somehow your company was previously a member, we retain your company name and the system will not allow you to enter the same company as a new enrollment. Please contact customer.service@labworksusa.com and let us know that you would like your account reopened.

b)      Be sure to select whether you have a USDOT number or not. If you do not have a USDOT number and are not sure if you need one go to https://www.fmcsa.dot.gov/registration/do-i-need-usdot-number-1  and this will walk you through a series of questions to determine if you do or not. Of course, if you do have one please input it at the bottom of the first step of the sign up.

3)      Select if you are an owner operator (An Owner Operator is someone that owns a company and is also a driver, even if he has one or more drivers working for him under his authority/USDOT number.) This will make sure you receive any Random test notifications properly and in compliance with the DOT regulations.

4)      FMCSA Clearinghouse and Portal Registration Assistance.

a)       You will receive an email with a link to schedule your appointment and a list of pertinent information that will help our FMCSA Clearinghouse expert asses your account. Please fill this out and return it to us after scheduling your appointment. Be sure you will be at a computer or other device where you can access the internet, receive email and have your DOT and company information available.

5)      FMCSA Clearinghouse Management

a)       We will manage all re-employment queries, annual queries, report violations and any return to duty results for all of your drivers.

6)      The provided email address(es) will be used for all contact, including random selections, invoicing, test results, quarterly newsletters and promotional offers. Please be sure your alternate contact person/email is authorized to receive all confidential and non-confidential communication.

7)      Please enter where you heard about Labworks USA as this allows us to thank the people that have referred you to us.

8)      Please click on the “I am not a robot button” we apologize for the necessity of this step, but this is critical in protecting you.

9)      Step #2 – Driver information.

a)       Enter your driver’s Information:

i)        name,

ii)       date of birth (this is a new requirement due to the FMCSA Clearinghouse. This must be the correct date, or it will not process in the Clearinghouse),

iii)     CDL # and state of CDL registry,

iv)     The zip code for where the driver’s base is. This may be different than the company’s zip code. This will be used to set the drivers closest default clinic for testing.

b)      Under “Pre-Employment Test” select one of the 2 radio buttons:

i)        NO - Means that the driver has been a random drug and alcohol testing program within the last 30 days, and you have proof of this on file.

ii)       YES – this will automatically set this driver up for a DOT pre-employment drug test.

c)       Under “Conduct Clearinghouse Queries” is asking if you have registered in the FMCSA Clearinghouse and have selected Labworks USA as your C/TPA and that you have purchased queries in the Clearinghouse.

i)        If you select “Yes” to “FMCSA Clearinghouse Management” during sign up, Labworks USA will automatically manage your Clearinghouse responsibilities including, Pre-Employment queries and annual queries. We will also report all violations and return to duty results on your behalf for all the drivers listed here and anytime you add drivers in the future.

ii)       If you selected “No” then you are stating that you will be responsible for managing all of your FMCSA Clearinghouse responsibilities.

d)      To add additional drivers, click on the blue circle/plus sign and proceed as above. Add as many drivers as you wish.

e)      If you have 20 or more drivers to add at one time, please contact us at customer.support@labworksusa.com and we will accept your driver file and facilitate getting your drivers entered.

f)        Double check all of your drivers’ data and click “Submit”

10)   Step 3 – Supervisor Training

a)       If you are a company with 2 or more drivers’ you will need to take this training to be a Driver Supervisor or Designated Employee Representative (DER). This a requirement of the DOT regulation:

i)        49 CFR 382.603 is the applicable regulation requiring supervisors of commercial motor vehicle drivers who operate vehicles that require a commercial driver license to take 60 minutes of training on the symptoms of alcohol abuse and another 60 minutes of training on the symptoms of controlled substances use.

b)      Enter the name of the person that will be responsible for taking this training and will be responsible for the associated duties.

c)       Enter this person’s email address.

d)      If you have signed up with 5 or more drivers this course will be free.

e)      This is a “Once a Lifetime” course and as long as you can produce the completion certificate you never have to take it again even if you change companies.

f)        If you are not sure whether you need this course, you can skip this step and add it later from within your account portal.

g)       If you have entered the information, click the box “Enroll for $59.00” then, click submit.

h)      When you have completed your sign-up process the email address entered here will receive an email with instructions and a username and password to login to the training website.

11)   Step 4 – Review your order

a)      If you have a Promo Code be sure to enter it at the bottom of this page and click on Apply” then review the listed items to ensure all of the discounts have been applied properly.

b)      Be sure all the listed charges are correct.

c)       Click on “Terms and Conditions” and read them.

d)      After you have read the terms and conditions, click on the box acknowledging this.

e)      Click submit.

12)   Step 5 – Payment Option

a)       Click on one of the boxes:           

i)        Credit Card

(1)    This brings up a standard credit card authorization form   

(2)    ACH – bank account/Check payment

(3)    This brings up a form for your checking account information.

b)      After you have completed the form click submit.

13)   This payment method will be stored and will be billed only for completed Random drug tests and annual membership renewals.

a)       An email will be sent to your primary email address alerting you 2 weeks prior to your impending expiring membership or completed Random tests. You will be advised to sign into your account and review and to update your payment method(s) as needed.

14)   After your payment processes successfully, you will see the “Payment Confirmation” page with your transaction ID and payment amount.

a)       This page has a link to your new account portal.

b)      Please read the notes on this page as they are useful to make sure you are compliant.

15)   You will receive an email further confirming your transaction and giving your username and password to log into your account portal.

a)       This email will have your Enrolment certificate which is what you will need to have on file to prove your DOT compliance with Regulations 49 CFR Parts 40 and 382.

b)      Be sure to save this email.

How do I change the official contact person (DER) or other information for our company?

Update the Designated Employee Representative/Supervisor

1)      From your company dashboard, under your company’s name click on the blue “Edit Company Profile” text link.

2)      Update any information as needed and at the lower left click on the yellow “Update” button.

3)      This will send you a confirmation email to make sure you were the one making this change.

How do I add drivers?

There are 2 ways to add drivers to your existing account within your company portal.

1)      On your company dashboard Click on the Blue “Add Driver” button.

a)       Enter your driver’s Information:

i)        name,

ii)       date of birth (this is a new requirement due to the FMCSA Clearinghouse. This must be the correct date, or it will not process in the Clearinghouse),

iii)     CDL # and state of CDL registry,

iv)     The zip code for where the driver’s base is. This may be different than the company’s zip code. This will be used to set the drivers closest default clinic for testing.

b)      Under “Order Pre-Employment Test” select one of the 2 radio buttons:

i)        NO - Means that the driver has been in a random drug and alcohol testing program within the last 30 days, and you have proof of this on file.

ii)       YES – will automatically set this driver up for a DOT pre-employment drug test.

c)       Under “Clearinghouse?” This is set for all your current drivers and all drivers added in the future by clicking on the "Manage Your Clearinghouse Queries" button on your company dashboard. 

i)        If you select “Yes” to “Manage Your Clearinghouse Queries” during sign up, or from your dashboard, Labworks USA will automatically manage your Clearinghouse responsibilities including, Pre-Employment queries and annual queries. We will also report all violations and return to duty results on your behalf for all the drivers listed here and anytime you add drivers in the future.

ii)       If you selected “No” then you are stating that you will be responsible for managing all your FMCSA Clearinghouse responsibilities for all your drivers.

d)      To add additional drivers in one transaction, click on the blue circle/plus sign and proceed as above. Add as many drivers as you wish.

e)      If you have 20 or more drivers to add at one time, please contact us at customer.support@labworksusa.com and we will accept your driver file and facilitate getting your drivers entered.

f)        Double check all your drivers’ data and click “Submit”.

g) This takes you to the payment page.

h) After you have completed your purchase you will receive a transaction confirmation email.

i) You will receive a separate email from dontreply@escreen.com with instructions for scheduling any purchased services.

2)      On Your company dashboard Click on the blue text/link “Manage Drivers”

a)       This takes you to your driver list.

How do I find a collection site?

How do I find a collection site near me.

If you are not a member and you would like to know if there are collections sites in your area you can contact customer service at: 503-941-5493 during pacific business hours or email at customer.service@labworksusa.com. We will be happy to do a network search for you and confirm the locations near you.

 If you are a member, after you purchase a test or if you are selected for a random test you will receive an email with a link to search for clinics in your area and schedule the test with that clinic. You will then receive an electronic chain of custody via email that you take to the clinic.

How do I order a drug or alcohol test?

How do I order a drug or alcohol test?

1)      From your company dashboard, Click on the yellow “Order Test” Button

2)      This takes you to your driver’s list page.

3)      All of your active drivers will have a “Beaker” icon under “Order Test”, click on this icon and you will see the Order Test page. Confirm your driver’s information is correct at the top and select the test reason, test type, enter a promo code if you have one and then enter your payment details.

4)      Click the box for the terms and conditions and then “Pay Now”.

5)      After your transaction is completed you will receive an email confirmation from Labworks USA with the transaction details.

6)      You will receive a separate email from dontreply@escreen.com this email has been sent to your primary email or your SUPERVISOR's/DER's contact email address with a link to schedule your service. After you click on the link in the email you will be asked to enter the last name of the DRIVER/DONOR and the email address the email was sent to. You will then be directed to pick a clinic close to where the driver is. You can change the search criteria by clearing all the address data and entering just the zip code and a number of miles for the search, 30 miles should turn up a good number of options. Be sure to select a green in network location.

How do I receive test results?

How do I receive test results?

1)      Test results are automatically posted to your company portal.

a)      An email will be sent to you when a new test result is available in your portal.

i)        To view and/or download the result letter.

(1)   From your company dashboard click on manage drivers.

(2)   Find your drivers name and click on it.

(3)   You will see a listing of all completed tests for this driver including test type and status.

(4)   At the end of the line for each test are 2 icons:

(a)     a “Monitor” icon Click on this to view the status chain of events through complete and the final status. Note that if this was collected at an out of network site the status will be pending until the final result is in.

(b)   A red “PDF” icon. Click on this to see the official result letter. Here you have options to download or print the letter.

How does the random testing program work?

How does the random testing program work?

1)    We complete four (the minimum allowable under DOT regulations) blind computer-generated selections per calendar year. Every active driver is eligible for every selection. The chances of being selected are dictated by the US DOT and for the current year (2021) are 50% for a drug test and 10% for an alcohol test.

2)    An email will be sent to you and/or your DER/Supervisor.

i)        Owner Operators will receive an email from Labworks USA with instructions and alerting them to look out for an email from dontreply@escreen.com with a link to schedule your service. After you click on the link in the email you will be asked to enter the last name of the DRIVER/DONOR and the email address the email was sent to. You will then be directed to pick a clinic close to where you/the driver is. You can change the search criteria by clearing all of the address data and entering just the zip code and a number of miles for the search, 30 miles should turn up a good number of options. Be sure to select a green in network location. You will then receive another email from dontreply@escreen.com with a “Passport” this has the collection site information and driving directions. It will also have a confirmation number and barcode. This can be printed, or the collection site can scan the barcode directly from a smartphone.

ii)      Employers/Carriers – You will receive an email from Labworks USA with instruction how to log into your eScreen direct portal. This will show you all of the drivers from your company that have been selected this quarter and the status of any tests in progress or completed.

(1)   Your Notification email will have your username and initial/default password and the link to the login page for eScreen. You will be asked to update your password the first time you log in. Be sure to save this password as it will require a few a steps to reset it.

(2)   On the Home page you will see a “Randoms” section with 4 categories:

(a)   Require Action – Click here to see the drivers that need to have their tests scheduled. This will also show the details of the test (Drug only or Drug and Alcohol). Click on the drivers name and follow the instructions to pick a clinic (see above for detailed instructions). You will have the option for what email address(es) or cell phone number to send a text to, or both. This sends the eCCF/Passport with collection site details and a bar code that will be scanned at the collection site.

(b)   Scheduled – This shows your drivers that have been scheduled but have not had the test collected. You can click on the name and have the option to resend the passport or cancel the test.

(c)    Completed – These are the completed tests with options to see the eCCF and the result letter.

(d)   Marked Unavailable – These are drivers that are unable to take the test for any allowable reason; on furlough/extended leave, medical leave, no longer working for the company.

(3)   There are a number of actions you can take in this portal including in Reports you can see your company level DOT MIS report. It will be blank if you did not have any tests in the period selected.

3)    After a test has been completed one of two things will happen:

i)        If the result is Negative, you will receive an email from Labworks USA informing you that there is result available in your company portal with instructions to log in and retrieve it in your Manage Drivers page by clicking on the driver’s name. You will be able to view and download the result letter.

ii)      If the result is Positive, the Medical Review Officer (MRO) will contact the driver and discuss any reasons that may be medically valid for the positive test. If not, he will contact the DER and alert them of the positive test and that the driver must be immediately removed and prohibited from performing any safety sensitive duties. You must also give the driver a list of SAP’s and inform them of your company policies on positive drug tests.

iii)    The MRO will also report this violation to the FMCSA Clearinghouse..

I’m getting audited. What do I need from Labworks USA?

I’m getting audited. What do I need from Labworks USA?

1)      From your company dashboard click on “Audit Assistance”.

a.      This takes you to the audit assistance page where you will see the history of any previous events.

b.      To start a new event, click on the blue “Request Audit Assistance” button.

c.       Fill out the required information and select the items you require.

d.      If you need something that is not listed type in your request in “Questions” box.

e.      Click on “Submit”

2)      One of our customer service agents will compile the requested items and email them to you. 

When do I need to have a Post-Accident drug and/or Alcohol test?

FMCSA-POST-ACCIDENT-TESTING-CRITERIA

Click on the link above to read this flyer to understand when the DOT requires a Post-Accident drug and alcohol test.