DOT Onsite Urine Collection Field Guide

When arriving onsite for a DOT collection, begin by meeting with the DER (Designated Employer Representative). They’ll direct you to the designated testing area, typically near a restroom. This is where you’ll set up your testing station and begin preparing for the collection process.

Preparing the Collection Area

In the restroom, ensure the environment is secure and tamper-proof:

• Apply tamper-evident tape over the sink handles and toilet handle.
  
• Add bluing agent (either tablets or liquid) to the toilet bowl.
  

Confirm that all supplies are ready before beginning:

• DOT collection cups (with split specimen vials and transport bag)
  
• Chain of Custody Form (CCF)
  
• Gloves, pens, seals, and personal trash bag
  

Beginning the Collection

Follow standard DOT collection procedures, just as you would in the clinic:

• Verify the donor’s ID.
  
• Since the DER is present, no authorization form is needed.
  
• Have the donor empty their pockets before entering the restroom.
  

Completing the CCF (Chain of Custody Form)

1. Fill out the first section of the CCF with:
   
   • Donor’s ID information
     
   • Reason for testing
     
   • Test panel (mark appropriate test)
     
   • Collection site information
     
2. Allow the donor to select the collection cup they’ll use.
   
   • Remove the specimen vials and transport bag from the cup before handing it to them.
     
   • Instruct the donor clearly:
     
     • Do not flush the toilet.
       
     • Do not wash hands until they return the specimen.
       

Processing the Specimen

When the donor returns with the sample:

1. Check the temperature immediately to ensure it’s within acceptable range.
   
2. Transfer the specimen to the two split vials:
   
   • Vial A: Fill completely (~30 mL).
     
   • Vial B: Fill halfway (~15 mL).
     
   • If possible, fill both vials completely.
     
3. Discard the used collection cup in your personal trash bag.
   
4. Seal the vials using the CCF-provided security seals.
   
5. Have the donor sign and date the vials; you’ll also sign and date them.
   

Finishing the CCF

• In Step 2 of the CCF:
  
  • Mark “Urine.”
    
  • Record the temperature reading.
    
• On Page 2, Step 5 (Donor Section):
  
  • Donor signs and prints name.
    
  • Writes the date.
    
  • Adds email, phone number(s), and date of birth.
    
• In Step 4 (Collector Section):
  
  • Sign and print your name.
    
  • Record date and time.
    
  • Select the shipping courier (usually FedEx).
    

Once complete, place the two sealed vials and Copy 1 of the CCF into the Quest bag, seal it, and set it aside for shipment.

Return the donor’s ID, confirm they’re finished, and let the DER know testing is complete.

Clean-Up Procedure

Before leaving:

• Remove all tamper-evident tape from the sink and toilet.
  
• Collect and seal all trash in your own bag (dispose of it back at the clinic).
  
• Ensure the testing area is clean and left as found.
  

Post-Collection: Uploading the CCF in Labb

Once you return to the clinic, complete the upload process using your Labb tablet:

1. Log in to Labb.
   
2. Choose the organization.
   
3. Enter the donor’s name and reason for test.
   
4. Select the DOT agency (FMCSA, FAA, etc.).
   
5. On the second page, check all boxes to confirm the donor’s information.
   
6. Click “Collect Specimen.”
   
7. In the Specimen Number field, enter the specimen ID from the CCF.
   
8. The system will prompt you to upload a photo of the MRO copy of the CCF.
   
9. Once uploaded, click “Send to Lab.”
   

The test will now appear on your Labb dashboard, and you can track results as they’re processed.