Follow a collection to its result
You have raised a collection. In this guide we open it and work down the page: who is on it, what was ordered, who went, what they filed, and the timestamped record you would show an auditor.
Step 1
Open the collection
Everything your company has requested is in one list.
Incidents → a collection
Each row gives the test type, the donor, who raised it and where it has got to. Click one to open the full page. As a manager you see every collection in the company; a team member sees only their own.
Steps 2 to 4
Read who and what
The top of the page answers the two questions you usually opened it for: who is involved, and what exactly was ordered.
Status → Creator & Donor → Incident Details
The band across the top is the test type and where the collection has got to. Below it, Creator is whoever raised it and Donor is the person being tested, each with the contact details the collector was given. Download, top right, gives you the whole record as a PDF.
The incident ID is the reference to quote when you contact us, and the copy icon puts it on your clipboard. Under it: the reason, the panel and its cutoffs, the plain drug list, whether the collector is bringing materials and forms, the instructions, the location and the schedule.
If the reason was Post-Accident and the donor is in a DOT group, the FMCSA answers are kept here with the determination they produced. This is the part an auditor asks for: what was known at the time, and why a DOT test was or was not required.
Steps 5 and 6
See where it went and who took it
Next, the laboratory the order went to, the pin the collector was sent to, and everybody the request reached.
Lab Shipping & MRO → Map → Collectors
- What if the employee could not be tested in time?
- Then record the reason the test was not performed and keep the documentation; your own policy should say what happens next. This page is that documentation: the collectors list and the timeline together show every effort that was made, which is the best answer to an auditor.
These are the ones this collection was ordered against, taken from your settings at the moment it was raised, so changing them later does not rewrite old records. The map shows the pin the collectors were dispatched to.
By default you see the one who took the job, with how far out they were, their ETA and how to reach them. Ticking the box adds everyone else the request went to and how far away each was. That list is your evidence of how hard the system tried, which matters if a test could not be done in time.
Steps 7 to 9
Get the paperwork
This is the part you came for on a finished collection.
Reports → Notes → Files → Results / Forms
- What counts as a refusal?
- Declining the test, failing to provide an adequate specimen without a valid medical explanation, behaving in a way that hinders or invalidates the test, or leaving the scene of an accident. A refusal is handled under your company policy and generally treated as a positive.
The forms filled in on site, each openable in full: the questions, the answers and the photographs. A report still open shows as outstanding, which is how you tell a collection that is finished from one that is merely over.
Notes are the running commentary, each stamped with who wrote it and when. Files are anything attached that is not a result: a gate map, a photograph of the site, a scanned authorisation. Add note and Add file are on the right of each heading.
Everything that counts as an outcome sits together: the chain of custody form, the collector's scans, and the laboratory result once it is back. This is the section to send to your DER, and the reason you do not have to chase paperwork by email.
Step 10
Check what happened, and when
Last, scroll to the bottom. This is the answer to any question that starts with "when did".
Timeline
Raised, collectors queued and invited, accepted, close to the site, arrived, each report requested and completed, then completed. The indented entries are the actions under a step, and several open for more detail. For a post-accident test this is your proof somebody was there inside the window.
- Find any collection your company has raised, and open it.
- Read what was ordered, including the panel and its cutoffs.
- See who was offered the job, who took it, and how far away they were.
- Get the result and the chain of custody paperwork.
- Show, with timestamps, what happened and when.
That is the manager's side of READI Collect covered. Topic 7 shows the same job from a team member's account, which is what your drivers and employees see.