Academy of Occupational and

Environmental Medicine, Malaysia

Reporting & Record Keeping

AMRO Certification Course

© 2019 AOEMM

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Outline

• Overview of D&A testing processes

• Issues concerning D&A test records

• Procedure on reporting test results

• Records to keep

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 Drug Testing Process
Donor Selection

Donor Notification
Sample collection

Preparation of
Collection Site On-Site
Laboratory Testing
Testing
(Non-
Selection of Negative)
Collection Site (Negative)
(Negative)
STOP Result

(Positive)
Result Notification
MRO Verification
to Employer

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Alcohol Testing Process

Donor Selection

Donor Notification
(Positive)
Breath Screening Result Confirmatory test
Preparation of
Collection Site
(Negative)
Selection of (Negative)
STOP Result
Collection Site

(Positive)

Notification
Print result
to Employer

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 Issues with D&A Records
• Information can compromise:
❖ Personnel career, integrity and reputation
❖ Company reputation

• Abuse of information may lead to medico-legal issues and

litigation to the:
❖Company
❖MRO
❖Personnel involved in sample collection/ testing

• All documents may potentially be used as evidence in court

• Confidentiality of the documents must be maintained at all times
• Information dissemination should be on-the-need-to-know basis
only
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Records to keep
• Pre-sample collection activities
• List of donor
• List of sample collection technician
• Consent and refusal forms
• Equipment calibration records
• Others

• Sample collection and on-site testing

• COC (Drug Testing only)
• Signed confirmatory result for alcohol breath test
• Results for onsite testing and alcohol breath
testing

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 Records to keep (cont’d)
• MRO Verification Activities
• Confirmatory result certificate from the laboratory
(include quantity of drug/ metabolites)
• Other confirmatory results from laboratory – isomer
test, etc.
• Records of donor interview
• MRO Verification report
• Records on verification with clinics/ pharmacist, etc.
• Correspondence – e-mail/ fax/ memos

*Store hard and soft copy of records

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Reporting Results

• Verification report to employer:

❖Specified reporting form

❖Letter
❖MRO must signed the report
❖Include details of MRO (name, address, contact
no. and details of other personnel involved in the
verification)

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 Reporting Results (cont’d)

• If using letter, info required

– Full name and staff/ other ID of donor
– Specimen ID number (must be the same with COC)
– Reason for test
– Date sample collected
– Date of receipt of result and COC
– Date of verification
– Test results (positive, negative, dilute, refusal, cancelled
test)
– For positive, name of the drug/metabolites
– For cancelled test, reason for cancellation
– For refusal, reason for refusal

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Reporting Results (cont’d)

• Submission of verification report to employer
– Normal mail
– Fax
– E-mail (scanned copy as attachment)
• No requirement to include quantity of drug/
metabolite in report to employer
• No requirement to include results of isomer test if
done
• No requirement to include reason for the result to be
positive/adulterated/dilute, etc.
• No requirement to include results of verification with
other clinics, pharmacist, etc. in the report.
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