Chain of Custody

Frequently Asked Questions

GENERAL
What does the new online chain of custody form system do?
How do I use the system?
Is there a fee for using the new system?
What makes the new system different?
How is the new form different from the standard Custody and Control Form (CCF)?
Can I use my existing forms with the new system?
Will the new system improve turnaround time (TAT) on test results?
Can all clients utilize the new form?
Can the Nuclear Regulatory Commission (NRC) use the new system?
Can Point of Collection Tests (POCT), instant tests or breath alcohol testing be used on the new system?
I have both DOT and Non-DOT Employees. Can the new system be used for both?
I want to provide a limited timeframe for a donor to provide a specimen. Once I indicate this deadline, will collectors know if the deadline has expired using the new system?
Will urine, hair, oral fluid and blood testing be available on the new system?
Will the Customer Specific Options (CSOs) auto populate?
How do I get the new forms?
What are other collection sites saying?

TECHNICAL
What equipment will the collection site need to conduct a collection?
What is the estimated cost of the equipment that the collection sites will need to purchase?
Online security is extremely important to me. How do I know my information is secure?
I am having difficulty with my printer and cannot print the new CCF. What do I do?
How do collection sites create ID's for new users?
Who do I call for technical support?

GENERAL

What does the new online chain of custody form system do?
This new, online system is designed to make collection faster and more efficient. It works by incorporating a revolutionary new form with an online system. The new universal form combines all the donor information, a donor receipt and the bar coded specimen labels into a single page.

Collection sites will save on shipping costs since copies no longer have to be mailed to the Medical Review Officer (MRO) and the customer. Test in Question (recoverable flaw) and Test Not Performed (fatal flaw) should not occur since collectors are walked through the collection process.

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How do I use the system?
In order to use the system, you must sign up as a new user. To sign up, contact us by calling 877-222-0008.

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Is there a fee for using the new system?
No - there is absolutely no cost other than the office equipment and Internet connection.

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What makes the new system different?

The form is universal which means that it can be used for urine, oral fluid and hair collections
It's only one page - the donor information, the donor receipt and all the necessary bar coded sample labels are all on one a single 8 ½ x 11 sheet
Each blank form is manufactured with a unique bar code number. Since the same number is pre-printed during the manufacturing on all three sections of the form, it is possible to link them to each other

How is the new form different from the standard Custody and Control Form (CCF)?
For regulated testing, the CCF is no different from the form used today. For non-regulated testing, the new form has one part consisting of three sections: the custody and control document, the donor receipt and the specimen security seals.

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Can I use my existing forms with the new system?
No, only the new universal forms can be used.

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Will the new system improve turnaround time (TAT) on test results?
The new system will not directly reduce TAT, however since the donor data appearing on the CCF will now be printed using a printer, the forms will be easier to read, thereby reducing the number of TIQs (Tests in Question) and potential keying errors during the laboratory accessioning process.

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Can all clients utilize the new form?
Not at this time. Clients requiring a Federal "look-a-like" form for their non-regulated testing or those who have customized donor statements cannot use the new system.

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Can the Nuclear Regulatory Commission (NRC) use the new system?
If the NRC agent is currently using the Federal CCF, then yes, they can have their collection performed using the new system. If they are using a Federal "look-a-like" form then they are ineligible to use this application.

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Can Point of Collection Tests (POCT), instant tests or breath alcohol testing be used on the new system?
Not at this stage - however these features are under development.

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I have both DOT and Non-DOT Employees. Can the new system be used for both?
Yes - Unless the client utilizes a form not supported by the application (see above). Federal regulations mandate that tests on Federal employees and private-sector Federally-mandated tests (e.g. DOT) be submitted using the Federal 5-part CCF. These forms must be printed by the collection site using an impact (dot-matrix) printer.

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I want to provide a limited timeframe for a donor to provide a specimen. Once I indicate this deadline, will collectors know if the deadline has expired using the new system?
This is a feature of the new system. If the customer has an expiration time detailed on their printed CCFs, these comments will be displayed to the collector.

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Will urine, hair, oral fluid and blood testing be available on the new system?
Yes. However, the new system currently accommodates only one specimen type per collection. Functionality is being developed that will allow multiple specimen types to be collected from a donor during a single collection event. In the meantime, multiple specimen type collections will need to be performed on the existing multipart CCF stock.

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Will the Customer Specific Options (CSOs) auto populate?
The system provides a prompt for CSOs - this will require information entry.

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How do I get the new forms?
The new blank Custody and Control Form stock will be ordered as part of the registration process. We will initially suggest the anticipated quantities of forms you will use throughout a given month and will ship you an appropriate amount. Once you have registered and have logged into the application, there will be an option available that will allow you to order more forms as needed. These forms are supplied at absolutely no cost to you.

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What are other collection sites saying?
"Loves, loves, loves FormFox!!!" and "Why didn't someone think of this sooner?"
JE, New York

"This system is pretty cool!"
TL, Georgia

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TECHNICAL

What equipment will the collection site need to conduct a collection?
Sites will need a computer, Internet access, printers (laser for single-part new forms and dot-matrix for regulated forms) and an optional bar code reader.

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What is the estimated cost of the equipment that the collection sites will need to purchase?
Because this application is accessed via the web and is designed to utilize equipment that is already available at most collection sites (a PC and laser printer), the costs should be minimal. We believe that most sites will need to purchase a dot-matrix printer if they plan to collect DOT collections via the news system and a bar code reader. Combined, these items should cost less than $500.

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Online security is extremely important to me. How do I know my information is secure?
Quest Diagnostics employs the highest standards of data security. Our application has been verified through rigorous penetration testing and security audits.

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I am having difficulty with my printer and cannot print a new CCF. What do I do?
The initial set-up of the collection site should cover printing a batch of generic CCF's that can be used to manually complete a collection. The generic CCF will have a client number/specimen number and a bar code which will translate into the client account number. Another option is that the collection site can handwrite the client number, demographics, MRO and donor information on the CCF and submit to the lab. Because the form is manufactured with the unique identifier, it is possible to link the laboratory copy of the CCF with the chain of custody information, to both the specimen security seals and the donor receipt even if the form must be hand-written.

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How do collection sites create ID's for new users?
A collection site will be issued an Administrative user ID. New users can be set up by the Administrative user. 3rd party and preferred collection sites should be referred to the Technical Support Desk at 877-FRMFOX1 (877-376-3691) for assistance if they do not know who their Administrative user is.

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Who do I call for technical support?
3rd party and preferred collection sites should call the Technical Support Desk at 877-FRMFOX1 (877-376-3691).

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