Manually Maintaining Drug and Alcohol Test Results · 2019-03-13 · 1807475-Manually Maintaining...

1807475-Manually Maintaining Drug and Alcohol Test Results 2/27/2019 1 | Page

Procedures Guide

1807475-Manually Maintaining Drug and Alcohol Test Results

Purpose

The purpose of this document is provide procedures for Medical Records Officers (MROs) and their Administrators to instruct them how to

• enter and edit drug and alcohol test results manually

• match employees without existing employee IDs to employee IDs

• query and display detailed test results, including creating custom queries for searching for test results

• adding a checklist to keep up with action items

• adding a call log for keeping a log of the date, time, and nature of phone calls

Background

Typically, tests come through Quest or Psychemedics automatically and those results are automatically be available on a daily basis.

Drug and alcohol tests need to be entered manually in different scenarios:

• If an employee is in an accident and is not able to provide specimens

• If an employee does not appear for the test or refuses the test

• If an employee appears but has a shy bladder, you may still want to record that an attempt to collect the specimen was made

• If the drug results are processed by an agency other than Quest or Psychemedics and the results are provided to NS via report

Prerequisites

Either Google Chrome (preferred) or Internet Explorer is required.

Although you may access this application using either Internet Explorer 11 or Google Chrome, we recommend Google Chrome as being the best compatible browser to use.


Procedures Guide

Audience

Medical Records Officers (MROs)

MRO Administrators

This audience….

Can access these options… To do the following…

MROs • Test Results/MRO • MRO Review

• Access and view drug and alcohol test results • Edit drug and alcohol test results • Match employees with employee IDs • Create reports of what to review daily • Create and use queries to find test results • Create checklists and call logs

Admins • Test Results/MRO • Access and view drug and alcohol test results • Match employees with employee IDs • Create reports of what to review daily • Create and use queries to find test results

Accessing the Drug and Alcohol Testing application

To access Drug and Alcohol Testing,

1. Access the Employee Resource Center (ERC).

2. Do one of the following:

If you are a/an… Click the following tab… Admin Drug Alcohol Administrator MRO Drug Alcohol MRO

The appropriate page is displayed that enables you to perform test result tasks that are available to your role.


Procedures Guide

Entering Drug Test Results Manually

Background

Follow this procedure to update drug tests manually.

Screen example – Manual Entry tab

Review detailed test results & validations. Manually enter/ edit test results & validations.

Enter the search criteria and manually enter drug results in fields at the top of the screen.

Add comments or notes in any of the related notes fields

You must complete either one


Procedures Guide

Entering the Drug Test Results

1. Access the Drug and Alcohol Testing application.

See Accessing the Drug and Alcohol Testing application on page 2.

2. In the left pane, click the arrow next to Services to expand the options.

3. Click Drug – Manual Test Entry.

4. Click the Manual Entry tab and complete the fields. See Types of fields on page 4.

Important: • You must complete required fields (fields noted with a red asterisk [*]) to continue. • You must complete either the Employee ID number or the ID Number (any number

other than employee ID, such as social security number). See Searching for the Employee ID number on page 7.

5. If desired, do one of the following:

To… Under… Do this… Enter additional drug test results

Drug Click Create, select a drug, and complete the row fields. Repeat for each drug test you want to enter.

Delete a drug test result

Select the row of the drug test and click Delete.

Enter a drug test validation

Validation Click Create, select a validation, and complete the row fields. Repeat for each validation you want to enter.

Delete a drug test validation

Select the row of the validation and click Delete.

Enter notes <any> Notes:

Type the text in the text box, using the standard Windows formatting available (bold, italic, move left/right, numbering, bullets, headings 1, 2, and 3).

Customize the view

Validation Click , and in the Personalization dialog box, move the columns so that only those you want in the view are represented in the Displayed Columns pane.


• If you want to attach a document, see the next topic, Attaching a Document.

• If you do not want to attach a document, click Send.


Procedures Guide

Attaching a Document

1. Follow steps 1 through 3 in the previous procedures, Entering the Drug Test Results.

2. Click the Document tab.

3. Click Insert, select what you want to attach (File, Folder, or Link).

4. Complete the resulting dialog box (such as the Add new attachment dialog box).

For example, if you select File, click inside the Content field to browse and find the document, select it, click Open, and then click OK on the Add new attachment dialog box.

Note: You can attach most any typical document or graphics file, such as .docx, .xls, .pdf, .bmp, .tif, .gif, .jpeg, etc.

5. Click Send.

Under the Send button, the test result ID number that is generated. Take note of it for future reference.


Procedures Guide

Types of fields

For fields with…

For example… Do this…

Text box Type the value A drop-down arrow

Click and select the value

A double box icon

Click and select the value set

A calendar icon

Click , select the date, and enter the time in hours:minutes

Ranges and complex search criteria

Click the right arrow, enter the beginning range in the left box and ending range in the right box

(*) and red highlight Must enter; required

Dimmed Read only; no editing

Note: Selection of certain values cause other fields or values to become available. Example:

In the Reason for Test field, selecting Reasonable Suspicion/Cause displays a Detail field for you to provide more information about the reasonable suspicion and cause.

This field appears only when you select Reasonable Suspicion/Cause


Procedures Guide

Searching for the Employee ID number

You have many criteria by which you can search for an Employee ID Number.

1. In the Further Search Helps field, select the criteria by which you want to search for the Employee ID.

The fields displayed are based on your selection. In the following example, by selecting Date of birth, fields displayed include Year, Month, Date of Birth, and Personnel Number.

2. For each criteria you want to use to search by, select the operators in the middle fields (such

as is, is empty, is not, etc.), and enter the values in the right fields.

3. Click Search.


Procedures Guide

Entering Alcohol Test Results Manually

Background

All alcohol test results will be entered manually. Those test results will not be provided electronically by third-party companies such as Quest or Psychemedics.

Screen example

Enter the search criteria and manually enter alcohol test results in fields at the top of the screen.

Enter comments at the bottom panes if desired.

You must complete either one


Procedures Guide

Entering the Alcohol Test Results



2. In the left pane, click the arrow next to Services to expand the options.

3. Click Alcohol – Manual Test Entry.

4. Click the Manual Entry tab and complete the fields. See Types of fields on page 4.

Important: • You must complete required fields (fields noted with a red asterisk [*]) to continue. • You must complete either the Employee ID Number or the ID Number.

See Searching for the Employee ID number on page 7.


• If you want to attach a document, see the next topic, Attaching a Document.

• If you do not want to attach a document, click Send.

Attaching a Document

1. Follow steps 1 through 3 in the previous procedures, Entering the Alcohol Test Results.

2. Click the Document tab and complete the fields on the page.

Follow the procedures, Attaching a Document on page 5.


Procedures Guide

Querying Drug and Alcohol Test Results (MROs)

Background

As an MRO, you can use the MRO Review screen to do the following:

• Use pre-built queries and create customized queries to display test results

• Create customized reports of test results

• Edit or update the results

Screen example

On the Detail page, you can view and modify the results. Note that some of the fields are editable, and some are read-only.

The results from the search appear on the middle portion of the screen. From here, you can click on a test result link and get a detail screen of the results.

The top portion of the page provides criteria by which you can search.

On the bottom of the page, you can create to-do checklists and log your phone calls and contacts


Procedures Guide

Displaying and editing pre-built queries for negative and non-negative (positive) test results

By default, you can review negative and non-negative (positive) test results, which are pre-built queries you can select to get the specific results you want. You can also select further criteria you want to search by.



2. In the left pane, click MRO Review. See Screen example on page 10.

3. Select one of the query tabs; by default, Non-Negative Review and Negative Review exist.

4. Click Show Quick Criteria Maintenance, complete the selection criteria by which you want to search, and click Apply to filter the results by the query criteria.

Note: In the Number of Rows field, you can adjust how many rows you want to display.

Tip: The lower the number, the quicker the screen responds.

5. At the bottom section of the page, click the Test Result ID link to view the detailed results.

6. Update any fields as required.

7. Click the Document tab to insert or download any documents.


8. Click Save.

Creating custom queries

As an MRO, you can create and customize test result queries and then save these custom queries to use any time.

1. Follow steps 1 through 4 in the previous procedure, Displaying and edit pre-built queries for negative and non-negative (positive) test results.

2. Click Show Quick Criteria Maintainence, and complete the criteria you want to reuse as a saved query.

3. In the menu bar next to Show/Hide Quick Criteria Maintenance, do one of the following:

To do this… Select… Change the existing query Change Query Save a new query Define New Query Set other parameters of queries Personalize

4. Complete the resulting pages as appropriate.


Procedures Guide

Creating reports (customizing the view of the test result table)

In addition to querying the results, you can also create reports by customizing the view of the test result table. For example, you can choose which columns you want to display on the report.

1. On the Medical Review screen, within the test result table, scroll to the right, and click the icon. The Settings dialog box appears.

2. Select a column name in one pane and move it to the other pane by selecting it and clicking

the Add or Remove buttons so that only those columns you want appear in the Displayed Columns pane.

Note: You can also sort, calculate, filter, or change the display.

3. Click Save As. The Save View As dialog box appears.

4. In the Description field, enter the descriptive name you want to assign to the view, and if

you want the view to appear as your default, select the Initial View check box.

5. Click OK. This view is available only to you. Nobody else will see it. You will be able to use it by selecting it in the View field.


Procedures Guide

By clicking the View field, you can select the view you created, and the test results are automatically populated within the report view you created.

Notes: - You must be logged in as the same user in which you created the view. - The view is available only under the query you were accessing at the time.

Exporting the results

You can export the report to Excel and maintain the spreadsheet separately. The exported report shows only the information that appears in the report view.

In the menu bar above the test result IDs, click Export and select Export to Microsoft Excel.

The report is opened as a normal Excel spreadsheet.


Procedures Guide

Matching Unmatched Employees

Definition: Matched/unmatched Employee:

In some cases (for example, pre-employment drug screening), the drug results cannot be matched to a Norfolk Southern Employee ID. In these cases, typically the social security number will be used as the individual’s identifier and will be stored in the ID Number field until an employee ID is attained. These records can then be linked back to the NS employee when the Employee ID is available.

Screen examples

Matching employees without employee IDs to their IDs

To match employees to an existing NS employee number when needed, do the following:



2. In the left pane, click Test Results/MRO. See Screen examples on page 14.

3. Click the Un-matched tab.

4. Click the gray box to the left of the test result ID to highlight the row.

5. Click the Get Employee button.

6. On the Employee HR Lookup dialog box in the Employee Number field, click the lookup button, select it, and find the number. See Searching for the Employee ID number on page 7.

7. Click Save.

8. The test result ID moves from the Unmatched tab to the Matched tab.

9. Click the Refresh link to refresh the list of unmatched records.


Procedures Guide

Querying and Displaying Detailed Test Results

Background

As an Admin, you can view -- but not edit -- query test results at a summary level and then drill down to the detailed results. Only MROs or Admins assigned as MROs have the ability to edit or update any of the detailed results.

Querying and displaying detailed test results



2. In the left pane, click Test Results/MRO.

3. Click Show Quick Criteria Maintenance.

4. Complete the selection criteria as desired, and click Apply.

5. In the Test Results table, click the Test Result ID link to view the detailed results.

6. Under Document, download any documents you want to view.


7. Click Close.


Procedures Guide

Adding and Displaying a Call Log and Checklist

Background

You can display a call log to review call history in order to plan follow-up calls. For example, review the call list to see the number of call attempts made to schedule a drug test.

You can also use a checklist to maintain action items required to collect, enter, and report drug and alcohol tests.

Screen example (???)

Adding and displaying a checklist

Use a checklist to maintain your to-do list of things to be done.



2. Click MRO Review.

3. At the bottom of the screen, under Checklist, click Add.

4. Enter the values in each column of the table. For example, list your IDs as 1, 2, 3, etc.

5. Click Save.

Adding and displaying a call log

Use a call log to record the date, time, and result of all calls. This will be helpful to follow up with employees, record whether the call was successful, whether you left a message, what message you left, etc.



2. Click MRO Review.


Procedures Guide

3. At the bottom of the screen, under Call Log, click Add.

4. Enter the values in each column of the table.

5. Click Save.

1.0 Jason Steinberg Jason Steinberg Lewis Maye Christy Taylor Original document.

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Manually Maintaining Drug and Alcohol Test Results · 2019-03-13 · 1807475-Manually Maintaining...

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