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DrugPak Web Documentation Vol. 4 of 4

Revised: 09/18/2018

DrugPak Web Documentation

Document Manager – MRO Pro

SFTP Data Export – Client Portal – Quest ESP

Volume 4 of 4

Version 1.34

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Revised: 09/18/2018

TABLE OF CONTENTS

Contents

TABLE OF CONTENTS........................................................................................................................................ 2

Document Manager .............................................................................................................................................. 6

Discussion ........................................................................................................................................................... 6

Document Types ................................................................................................................................................. 8

Add a document Type .................................................................................................................................. 8

Delete Document Type ............................................................................................................................ 10

Upload Documents .......................................................................................................................................... 12

Incoming Documents ..................................................................................................................................... 15

Navigation Controls ................................................................................................................................... 16

Document Properties ................................................................................................................................... 18

Link a document .......................................................................................................................................... 19

Split Pages ...................................................................................................................................................... 22

Download ........................................................................................................................................................ 23

Delete a Document ..................................................................................................................................... 23

Auto-Processing Documents with Bar Codes .......................................................................................... 24

Document List ................................................................................................................................................... 25

Mro Pro ................................................................................................................................................................. 27

Prerequisites................................................................................................................................................. 27

Add MRO to DrugPak Web ................................................................................................................ 27

Enter Test Result in Result Work Area ....................................................................................... 28

MRO – Review Test Results ............................................................................................................................ 30

Miranda Example .......................................................................................................................................... 32

Record Contact with Donor ....................................................................................................................... 33

Finalize Results .............................................................................................................................................. 36

Result Review Tabs ........................................................................................................................................... 40

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Panel Tab .......................................................................................................................................................... 40

Contact History .............................................................................................................................................. 40

Documents ..................................................................................................................................................... 40

SFTP - Data Exporting ................................................................................................................................... 41

Process Overview .......................................................................................................................................... 41

SFTP Credentials ......................................................................................................................................... 42

Setup Third Party as a Contact ............................................................................................................ 42

Third Party – Verify Email and Activate Account ...................................................................... 44

Create Company Routing Rule for the SFTP Transfer ............................................................. 45

FAQs ................................................................................................................................................................... 51

Client Portal – End User ............................................................................................................................... 52

Setup .................................................................................................................................................................. 52

Login .................................................................................................................................................................. 54

Client Portal - Company Detail ................................................................................................................. 57

Client Portal - Companies – Contacts –Display/Add/Change/Delete .................................. 58

Display .............................................................................................................................................................. 58

Add ..................................................................................................................................................................... 59

Change .............................................................................................................................................................. 61

Delete ................................................................................................................................................................ 62

Client Portal - Companies – Addresses –Display/Add/Change/Delete ............................... 63

Display .............................................................................................................................................................. 63

Add ..................................................................................................................................................................... 64

Change .............................................................................................................................................................. 66

Delete ................................................................................................................................................................ 67

Client Portal - Display Random Profiles .............................................................................................. 68

Client Portal - Companies – Participants – Overview ................................................................... 69

Client Portal - Companies – Participants – New Participant ..................................................... 71

Client Portal - Companies – Participants – Update/Change Participant Information 76

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Overview ......................................................................................................................................................... 76

Employment .................................................................................................................................................. 79

Vitals .................................................................................................................................................................. 80

Client Portal - Companies – Participants –Testing Category .................................................... 81

Update/Change ............................................................................................................................................ 81

Identification –Add/ Update/Delete ................................................................................................ 82

Add ................................................................................................................................................................. 82

Update .......................................................................................................................................................... 84

Delete ........................................................................................................................................................... 86

Occupations –Add /Delete ..................................................................................................................... 88

Add ................................................................................................................................................................. 88

Delete ........................................................................................................................................................... 89

Client Portal - Companies – Participants – Addresses – Add/Update/Delete ................. 90

Add ..................................................................................................................................................................... 90

Update .............................................................................................................................................................. 92

Delete ................................................................................................................................................................ 93

Client Portal - Companies – Participants – Phone –Add/Delete/ Update .......................... 95

Add ..................................................................................................................................................................... 95

Update .............................................................................................................................................................. 97

Delete ................................................................................................................................................................ 99

Locations ............................................................................................................................................................ 100

Client Portal - Reporting - Rules ............................................................................................................ 101

Add ................................................................................................................................................................... 101

Add Result Letter Rules ......................................................................................................................... 103

Delete .............................................................................................................................................................. 104

Quest ESP ............................................................................................................................................................ 105

Configure Import/Export Settings........................................................................................................ 105

Configure MRO Settings ............................................................................................................................ 107

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Configure Report Routing Rule .............................................................................................................. 109

Delivery - Error Notifications ................................................................................................................. 112

Index ..................................................................................................................................................................... 113

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Document Manager

Discussion

Process flow: Create documenting types if not already system provided (Document Types),

upload documents (Upload Documents), process incoming documents assigning them the

proper item (Incoming Documents), manage documents (Document List).

Documents must have a “Document Type” Assigned to identify the type of document. When

creating Document Types, the user must specify what “area” the document is to be

associated with. The area is a system set parameter.

Document Areas:

Company

Participant

Results

The first step in managing documents is to create your Document Types. Once you have

defined your document types, documents can be uploaded, assigned to the proper area and

managed.

DrugPak Web does not directly interface with a scanner. The user can take advantage of

any means to digitize a document.

DrugPak Web can accept the following document types:

MS Word – .doc, .docx

MS Excel – .xls, .xlsx

PDF - .pdf

JPG – .jpg

TIFF - .tif, .tiff

PNG - .png

The user would place the documents in a folder on the computer that is accessing the

DrugPak Web application. The documents would then be uploaded from the local computer

into the DrugPak Web application for disposition.

DrugPak Web can separate both TIFF files and PDF files into one file per page. The process

is called “Split Pages” and is described later in this documentation.

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Any document in the system can be managed via the “Document List”. A complete range of

both filters and searching are provided.

The following document types are system provided and do not require setup:

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Document Types

Add a document Type

1. Select the “Codes” Tab from the main menu, then click “Document Types”.

2. Click the “+ New Document Type” button. This will display the “Add new Document

Type” window.

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3. Enter the Name of the Document Type, then select the Area. Click the “Save changes”

button to save the new Document Type.

4. The window will remain open allowing you to add more Document Types. When

you are finished click the “Close” button to close the window and return to the

Document Type window.

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Delete Document Type

1. Select the “Documents” Tab from the main menu, then click “Document Types”.

2. Click the “Delete” button beside the Document Type to be deleted.

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3. To confirm delete click “Yes”, to abort delete and return to the Document Type

window click “No”.

4. Note: If the document type is in use you are not allowed to delete it. The system will

return the following error message. Click the “Close” button to close this message.

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Upload Documents

1. Select the “Documents” Tab from the main menu, then click “Upload Documents”.

2. The “Upload Documents” window will be displayed.

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3. Enter the “Document Type” if applicable. If the document types are unknown or the

documents being uploaded are different document types leave the document type

“Unknown”.

4. Click the “Choose File” button and select file(s) to be uploaded.

5. Use the windows file browser to locate the files to up uploaded. You can select one

file or select multiple files.

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6. Once you have selected the files, click the “Open” button.

7. The selected files will be displayed in the “Uploads” window. The name, size of file,

and status of the upload will be displayed.

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8. DO NOT navigate away from or close this window while any file is in the “Uploads”

window. This may/will cause the upload to fail. Once the upload is complete the

“Uploads” window will be empty.

Incoming Documents

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1. Select the “Documents” Tab from the main menu, then click “Incoming Documents”.

2. After documents have been uploaded the user can process their disposition in the

“Incoming Documents” window. When a new file(s) is uploaded it will remain in the

“Incoming Documents” area until it is linked and saved. Once linked and saved the

document can be viewed/modified from the “Document List” or from the documents

section of the Company, Participant, or Test Result it was linked with. The “Incoming

Document” window will allow the user to accomplish the following task:

• Assign a Document Type.

• Based on document type link the document to a Company, Test Result, or

Participant.

• Split a single multiple page document into many one-page single documents.

This is helpful when uploading large batches of documents or when one

receives a large document with multiple documents that require separation

and linking.

• The image can be enhanced using the Contrast and/or Brightness settings.

• Documents can be modified from their original format to include:

• Grayscale

• Sepia

• Black/White

• Invert

• Technicolor

• Documents can be downloaded to the local computer.

• Documents can be deleted.

Navigation Controls

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3. Document format controls.

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Document Properties

The system will display the following properties for each document:

• Doc ID

• File Name

• File Size

• Date Added

• Document Type

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• Notes

Link a document

1. Select the document type.

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2. Link to a result. The user can search for the result using the “Search” box.

3. In this example the first name “John” was searched.

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4. In this example the specimen “132960” is being selected to link to this document.

Click the check box beside the record. A black check will appear to indicate you have

successfully selected this item.

5. Click the “Save” button in the “Properties” window to save this link and move to the

next document.

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Split Pages

1. To split a multi-page TIFF or PDF document into single page files, use the “Split

Pages” Function. Open the multipage document, click the “Split Pages” button.

2. The document will be “split” into one-page files. One file for each page.

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Download

1. A document can be downloaded to the local device at any time by clicking the

“Download” button.

2. The image will be saved to your local device.

Delete a Document

1. A document can be deleted by clicking the “Delete” icon.

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2. You will be prompted to confirm the deletion. Click “Yes” do delete or “No” to abort.

Auto-Processing Documents with Bar Codes

Discussion:

• If a document contains a Bar Code, the application will read this code, and if a Result

exist that this Bar Code matches the Specimen ID, the application will automatically

match the document with the Result. No intervention is required.

• The application can ONLY match on the Specimen ID for the Result.

• The document type can be any format that Document Manager Accepts.

• The Bar Code reading feature will be executed on any document that is uploaded

into the Document Manager Application. This includes upload via “Upload

Documents” or via incoming fax via the ScreenHubb fax service.

Example of a Bar Code:

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Document List

1. From the main menu click the “Documents” tab, then click “Document List”. The

Document List window will be displayed.

2. From the Documents List Window, the user can perform the following functions:

• Create filters

• View

• Search

• Edit Document Information

• Split Document

• Download

• Delete

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3. Search Fields and Filters that can be applied/created:

• Added Date

• Company Name

• Document Types

• First Name

• Last Name

• Notes

• Older Than

• Specimen ID

• Unlinked

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Mro Pro

Prerequisites

Add MRO to DrugPak Web

1. The MRO must be added to your company as a user.

• Access “user add” by clicking the DrugPak Application icon from your main

dashboard.

• Click the “Users” tab from “Notification Center”.

• Click “User Administration”.

• Click the “Add User” button.

• Enter the First Name, Last Name, and Email of the MRO.

• Click the “Save” button.

• Select the MRO user by checking the box beside the name.

• Set the “Access Level” to Results.

• Click the “Save” button.

2. The MRO must be added to the “MRO Vendor file.

• Click the “Vendors” tab from the main menu.

• Click “MROs”

• Click the “Add MRO” button.

• Enter the MRO’s information and click the submit button.

3. Open a support ticket with DrugPak Web support, provide the name of the MRO, and

request this person be configured in the system for MRO access.

4. Support will contact you when this step is completed.

5. Go into the MRO’s vendor file and click the “Associate Now” button. Select the

DrugPak Web user that should be associated with this MRO.

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Enter Test Result in Result Work Area

1. Enter the test result information in the Result Work Area > Create New Result >

Result Details.

2. Important step: The “Chain of Custody – Mro Copy” must be attached via the

“Documents” tab. If this document is not present and associated with the test

results the MRO will not be able to “Finalize” the result.

3. When all test result data is entered click the “Ready for MRO” button.

4. Select the MRO by clicking on the MRO’s name under the “Assign to MRO for

Review” pop up.

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5. Enter the “Pick Date”, “Preferred Number” for the donor, and the “Interview Time”

and click the “Save” button. Click the “Close” button to close the window.

6. The result will be scheduled for review and appear on the MRO’s work list. The

notice will be listed at the top of the Result Work Area Detail window.

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MRO – Review Test Results

1. Log into Screenhubb and select the Mro Pro Icon from the dashboard.

2. The MroPro Window will be displayed. There are two tabs, Dashboard and Results.

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3. To view test results on the MRO Work list, click the “Results” tab.

4. Click on the test result to be reviewed and Result Review window will be displayed.

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Miranda Example

The MRO can click the “Example Text” to display the Miranda Example display box.

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Record Contact with Donor

1. To record the donor contact, click the “Record Contact” button.

2. Enter the appropriate data and click “Finished” when done.

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3. Clicking items in the “Interview Action” and “Follow-Up Orders” window will build

an automated narrative in the notes box.

4. Record Contact:

• Check all Actions/Follow-Up Orders that apply.

• To enter free text notes, click anywhere in the notes box to insert text.

• Designate if this is an “Internal Note” by checking/unchecking the box

“Internal Note”

• Click the “Save” button to save your note and return to the Details Window.

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5. When the Donor Contact is saved the MRO has the option to “Finalize” the result. If

the result documentation is completed, the MRO can click “Yes” to finalize the result.

If the MRO is not finished with the result, click “No” to return to the result detail.

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Finalize Results

1. Finalize Result:

• When the MRO has completed the review, the result can be “Finalized” by

clicking the red “Finalize Result” button located on the result review main

window.

2. Select your signature option:

• Use signature on file

• Use signature pad

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• Click “Use signature on file” to use your uploaded signature file.

• Click “Use signature pad” to use signature pad to enter your signature.

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3. Select the “Overall Status”

4. After selecting status click the “Finalize Result” button to finalize results.

• The “Successfully finalized result” pop-up will be displayed if the result

was released successfully. Click “Close” to clear.

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NOTES:

When the result is “Finalized” it is returned to the Result Work Area. The MRO Assistant or

other authorized personnel must “Release” the test after it has “Verified” by the MRO.

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Result Review Tabs

Panel Tab

Notes Tab

Contact History

Documents

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SFTP - Data Exporting

Process Overview

• Instruct the Third Party that they will receive an email from no-

[email protected]. This email will contain a link and instructions on how to

verify their account and setup a permanent password.

• Download and send the Third Party the “DrugPak Web - SFTP Data Export Third

Party Instructions PDF”. This document can be downloaded from this link:

https://support.screenhubb.com/KnowledgeCenter/Article/2477

• Create a contact record for the Third Party. This will generate the previously

mentioned email from [email protected].

• Ensure that the Third Party received the email, successfully verified their email and

set a permanent password.

• Create a company routing rule for the SFTP Transfer for Result Letters.

• Generate Result Letters – This will place files in the SFTP folder for the Third Party

to retrieve.

• Third Party uses host and credential information to retrieve Test Results from the

DrugPak Web SFTP folder.

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SFTP Credentials

Provide this information to your vendor’s IT Department/Contractor:

Host Server: services.screenhubb.com

Port: 34000

This information will be created when the Contact record is added to DrugPak Web.

User Name: Contact user name (contact email address)

The Third Party (Contact) we choose their own password during the Contact setup

process.

Password: Contact password

Setup Third Party as a Contact

1. The “Company Overview” window will be displayed. Click the <Contacts> tab.

2. To add a contact, click the “Add Contact” button.

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3. The “Contact” window will be displayed. Enter the basic information into the

provided fields:

a. <Name> - Contact’s full name (Required data)

b. <Phone> - Contact’s phone number and extension if applies

c. <Email> - Contact’s email

4. Click the “Save” button to add the new contact. If the contact was successfully added

the information will be displayed in the fields and your will have a “update” button

displayed.

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Third Party – Verify Email and Activate Account

1. The Third Party will receive an email similar to the one below. The email will have a

link “Please click here to verify your email and activate your account.” Click the

“here” link to go to the password verification and reset page.

2. The following page will be displayed. Enter the temporary password provided in the

email into the “Current Password” input box. The Third Party would enter a

password of their choosing in the “New Password” section. Click “Change Password”

when finished.

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The Third Party has now setup the credentials that will be needed to connect to the

DrugPak Web SFTP server. The Third Party’s email address will be the “User Name” in

the SFTP application and the password setup will be the “Password” in the SFTP

application.

Create Company Routing Rule for the SFTP Transfer

1. From the Company Overview Page select “Reporting”.

2. Click the “Add New Routing” button to add a new reporting rule.

NOTE: Only the Result Letter can be delivered in multiple file formats. All other

reports will be delivered in their native format as produced by DrugPak Web. In

this example the user will be shown how to configure the Report Routing to

output a Result Letter for SFTP transfer.

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3. The “Add Report Routing” Window will be displayed. Select the “SFTP Contact” from

the Contact drop down selector.

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4. Select the Report to be transferred using the “Report” drop down selector. Note: For

this example, we will select “Result Letter”. Click the “Next” button.

5. Choose the Delivery Method of “SFTP” from the drop-down selector. Then click the

“Next” button.

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6. Select the “Frequency” from the drop-down selector. Click the “Next” button.

1. Every Report: Client receives this report as soon as its available

2. Once An Hour: Reports become available at most once an hour

3. Once A Day: Reports become available at most once a day

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7. Select the “Delivery Options” options and the “Delivery Format”. The Result Letter

can be exported in the following formats:

• PDF

• HL7

• JSON

• DrugPak Delimited

Once your options have been selected, click the “Save” button to save this Routing Rule.

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REMINDER: As noted before, if the report to be exported is NOT the Result

Letter, then the Deliver Options and the Delivery Format are the system

default. The report will be delivered in the system default format of PDF or

Excel.

The reports setup for SFTP export will be output to the DrugPak Web SFTP server

folder for the Contact setup based on the frequency selected in the Report Routing Rule.

It is assumed that your Third Party is technically knowledgeable on how to setup and

manage industry standard SFTP file transfers.

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FAQs

1. What happens to the data files on the SFTP server once it they are transferred to the

Third Party?

• The Third Party can leave the files in the transfer folder or delete them after

a successful transfer. It is recommended and good practice to delete the

successfully transferred files from the DrugPak Web SFTP server.

2. How do I initiate an immediate creation of a file for transfer?

• From the Reporting menu, select the report, then select the “Paper Airplane”

icon. This will immediately interpret the Reporting Rules and execute and

SFTP transfer rules for that company/report.

3. What SFTP clients are recommended?

• FileZilla

• WINSCP

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Client Portal – End User

Setup

1. You will receive an email with a temporary password and a link your client portal

2. Click the blue “here” link to open Client Portal. The system will request that you

change your password. Enter the temporary password provided in the email into

the “Current Password” field. In the example above, the “Current” password is

“r5}flfarjc”. Enter your new password in the “New Password” field and type it again

in the “Repeat Password” field to verify your new password. Click the blue button

labeled “Change Password” to set your password.

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3. The “Welcome to Screenhubb Client Portal” window will be displayed.

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Login

1. Go to the following web address: https://secure.screenhubb.com.

2. Place your credentials into the “Login” section and click the blue “Login” button.

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3. The “Welcome to Screenhubb Client Portal” window will be displayed.

4. Click the “Companies” Tab to display your company information.

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5. Click the “Reports” tab to display the “Available Reports” and the “On Demand”

reports tabs.

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Client Portal - Company Detail

1. Click the “Companies Tab” on the tab. This will display all the companies you have

access to view. Click on the company name.

2. The “Company Detail” window will be displayed. The user can view/change/add the

following:

• Contacts

• Addresses

• View Random Profiles

• Participants

• Locations

• View Results

• Reporting rules

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Client Portal - Companies – Contacts –Display/Add/Change/Delete

Display

1. Click the “Companies Tab” on the tab. This will display all the companies you have

access to view. Click on the company name.

2. The “Company Detail” window will be displayed.

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3. Click the <Contacts> tab. The Contacts for this company will be displayed.

Companies – Contacts –Display/Add/Change/Delete

Add

1. To add a contact, click the “Add Contact” button.

2. The “Contact” window will be displayed. Enter the following information into the

provided fields:

a. <Name> - Contact’s full name (Required data)

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b. <Phone> - Contact’s phone number and extension if applies

c. <Fax> - Contact’s face number and extension if applies

d. <Email> - Contact’s email

e. <Type> - Contact Type – Use the selection box to choose from the following

choices: Primary, DER, Secondary DER, or Additional.

f. <Client Portal> - Click the check box to “Allow access” to the Client Portal.

3. Click the “Save” button to add the new contact. If the contact was successfully added

the information will be displayed in the fields and your will have a “update” button

displayed.

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Change

1. Click into the field of the contact that you wish to change. In the example below, the

email address will be changed.

2. Replace the current information in the field with the new or updated information.

3. When all information has been updated click the “Update” button. This will save any

changes made to this contact.

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Delete

1. Click the “Trash Can” icon in the upper right of the contact window to be deleted.

2. The system will ask you “Are you sure you want to delete this contact?”. Click “Yes”

to delete or “No” to cancel the delete and return to the contact window.

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Client Portal - Companies – Addresses –Display/Add/Change/Delete

Display

1. Click the “Companies” Tab to display your company information.

2. Select the company by clicking the name in the “Company List” window.

3. The “Company Overview” window will be displayed. Click the <Addresses> tab.

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Add

1. To add an address, click the “Add New” button in the “Addresses” window.

2. The “New Address” window will be displayed. Enter the following information into

the provided fields:

a. <Line 1> - Street address (Required data)

b. <Line 2> - Additional street address

c. <Postal/Zip Code> - Your zip code or postal code for a non-US address (Required

data)

d. <City> - City (Required data)

e. <State> - Select the state where the company is located using the selection box

f. <Country> - Select the country where the company is located using the selection

box

g. <Phone> - Location phone number

h. <Fax> - Location fax number

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i. <Type> - Select between “Billing” or “Shipping” using the selection box.

3. To set this location as your companies “default address” click the check box beside

“Set as default address”.

4. To save the new location click the “Save” button and the new address is added.

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Change

1. Click into the field of the address record to be changed.

2. Once you have clicked into the field standard edit functions apply. Make changes

to the field and press the <Tab> key on your key board.

3. Click the “Update” associated with this address record to save the changes.

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Delete

1. Find the Address Record to be deleted in the address window.

2. Click the <Trash Can> in the upper right of the record display window. Note: When

you hover your cursor over the trash can icon it will change colors from blue to

orange.

3. The system will prompt you “Are you sure you want to delete this address?”. Click

“Yes” to delete the address record. Click “No” to abort the delete operation.

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4. The system will display the following message after a successful record delete. Click

the “Close” button to clear the message.

Client Portal - Display Random Profiles

1. From the Company Overview window click the “Random Profiles” tab. This will

display a summary of all the random profiles pulled for your company.

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Client Portal - Companies – Participants – Overview

1. Click the <Companies> tab on the menu bar.

2. Select the company by clicking the name in the “Company List” window.

3. The “Company Overview” window will be displayed. Click the <Participant> tab and

the tab will be highlighted orange. The following tabs will be displayed:

a. +New Participant – Allows user to add a participant record

b. Actions – Allows user to perform the following:

i. Mark selected Active

ii. Mark selected Inactive

c. Bulk Actions – Allows user to bulk import participants via Excel or CSV file

format. The user can also update participants using these options.

Participants can be marked active, inactive, or terminated based on the

options selected by the user. The user can also update data fields in

participant table using Bulk Actions.

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Revised: 09/18/2018

Participants Overview Window

4. Participant Search – Find a participant record using the First Name, Last Name, or

Last four digits of the Social Security Number.

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Revised: 09/18/2018

Client Portal - Companies – Participants – New Participant

1. Click the <New Participant> tab from the Participants overview window.

2. The “+New Participant” window will be displayed. Enter the following information

into the provided fields:

a. General

i. <First Name> - Participant’s first name (Required data)

ii. <Middle Name> - Participant’s middle name

iii. <Last Name> - Participant’s last name (Required data)

iv. <Date of Birth> - Participant’s date of birth

v. <Gender> - Choose one of the following using the selection box: Male,

Female, Unknown

vi. <Phone Number> - Participant’s phone number

vii. <Phone Type> - Choose one of the following using the selection box:

Day, Evening, Other, Fax

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Revised: 09/18/2018

b. Identification

i. <Social Security Number> - Participant’s Social Security number

ii. <Alternate ID> - An alternate form of identification for this

participant.

iii. <License Number> - Participant’s driver’s license number

iv. <License Expires> - Date participants drivers licence expires

v. <Country> - Country that issued license

vi. <State> - State that issued license

c. Employment

i. <Hire Date> - Participant’s date of hire

ii. <Termination Date> - Participant’s date of termination

iii. <Physical Exam Date> - Date the participant’s physical exam was

completed

d. Regulatory Status

i. <Testing Authority> - Choose one of the following using the selection

box:

• Not specified

• Health and Human Services

• Nuclear Regulatory Commission

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Revised: 09/18/2018

• Federal Motor Carrier Safety Administration (DOT)

• Federal Aviation Administration (DOT)

• Federal Transit Administration (DOT)

• Pipeline and Hazardous Materials Safety Administration (DOT)

• United States Coast Guard (DOT)

• Federal Railroad Administration (DOT)

• Sports

• Department of Transportation (DOT)

• Health Care Administration

• Florida Wildlife Rehabilitators

• None

ii. <Occupation> - Based on Testing Authority. Choose one of the

following using the selection box:

• Driver

• Flight Crewmember

• Flight Attendant

• Flight Instructor

• Aircraft Dispatcher

• Aircraft Maintenance

• Ground Security Coordinator

• Aviation Screener

• Air Traffic Controller

• Operation/Maintenance/Emergency Response

• Engine Service

• Train Service

• Dispatcher/Operation

• Name

• Other [Includes yardmasters, hostlers (non-engineer craft),

bridge tenders]

• Switch tenders, and other miscellaneous employees

performing 49 CFR 228.5 (c) defined covered service

• Crewmember

• Revenue Vehicle Operation

• Revenue Vehicle and Equipment Maintenance

• Revenue Vehicle Control/Dispatch

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Revised: 09/18/2018

• CDL/Non-Revenue Vehicle

• Armed Security Personnel

• Regulated Position

• Non-DOT

e. Random Testing

i. <Status> - Choose one of the following using the selection box:

• Active – (Included in Random Selections)

• Applicant

• Decision Pending

• Not Hired

• Leave of Absence

• Terminated

• Inactive

• <Type>

• Person

• Group

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Revised: 09/18/2018

3. Click the “+Add participant” button to save the new participant. The participant will

be added to the participant list in the Participant Overview Window.

4. For instructions on how to add the following data to a Participant record please see

the “Companies – Participants – Update/Change Participant Information” section of

this documentation:

a. Address

b. Phone

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Revised: 09/18/2018

Client Portal - Companies – Participants – Update/Change Participant

Information

Overview

1. Use the search box to find the participant that you wish to update or change. You

can search for the participant via First name, Last Name, or Last four numbers of the

Social Security Number. Enter the search data and click the “Search Icon”.

2. All participants that meet the search criteria will be displayed in the list. To change

the participant record, click the participants name.

3. The “Participant Overview” window will be displayed.

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Revised: 09/18/2018

4. The following information can be accessed or viewed from the “Participant

Overview” window:

• <Employment> - Participant’s Employment Information: Location: Status,

Pre-Employment Test, Hired, Terminated, Physical Exam.

a. <Vitals> - Participant’s name, date of birth, and gender

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Revised: 09/18/2018

b. <Testing Category> - Shirt and Employment Type

c. <Occupations> - The occupations that the participant is associated with.

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Revised: 09/18/2018


Information

PLEASE NOTE: Altering employment or testing will re-assess the participant's

random pools, and automatically assign them to eligible profiles.

Employment

1. Click into data field to be changed. The following fields are available for editing:

a. <Location> Click the location name to change/select the location.

b. <Status> - Participant’s current status. Select one of the following from

the drop-down box:

• Active

• Applicant

• Decision Pending

• Not Hired

• Leave of Absence

• Terminated

• Inactive

c. <Pre-Employment Test> - Positive, Negative, Unknown, Not Required.

d. <Hired> - Participant’s date of hire

e. <Terminated> Participant’s termination date

f. <Physical Exam> - Participant’s date of physical exam

2. Click the “Save Changes” button to save changes made to the “Employment” data.

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Revised: 09/18/2018


Information

Vitals

1. In the “Vitals” display window, click into the field you wish to change. Standard edit

functions apply to these fields.

2. Make the desired changes to the data and click the “Tab” button on your keyboard.

3. Click the “Save Changes” button save the changes.

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Revised: 09/18/2018


Information

Client Portal - Companies – Participants –Testing Category

Update/Change

1. From the Participant Details window select the Testing Category window. Choose the

new data for each data element using the selection box beside each field.

a. <Testing Authority> - Use selection box to choose the Testing Authority.

b. <Occupation> - Use selection box to choose data.

c. <Shift> - Use selection box to choose shift.

d. <Employment Type> - Use selection box to choose Salary or Non-Salary.

2. 1. Click the “Save Changes” button to save changes made to the “Testing Category”

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Revised: 09/18/2018

Identification –Add/ Update/Delete

Add

1. Click the blue “+” button on the top left of the Identification window.

2. The “Add New ID” window will be displayed. Enter the following information into

the provided fields:

a. <ID Type> - Choose one of the following using the selection box

i. Alternate ID

ii. Social Security Number

iii. Drivers License

iv. Employee ID

b. <ID Number> - Enter the appropriate ID number for the ID type.

c. <Expires> - If applicable enter expiration date in mm/dd/yyyy format.

d. <Country> - If applicable choose the Country using the selection box.

e. <State> - If applicable choose the state using the selection box.

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Revised: 09/18/2018

3. Click the “Save” button to add the New ID.

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Revised: 09/18/2018

Identification – Update/Add/Delete

Update

1. The identification window contains the Participant’s unique identification sources.

The system will allow for the following types of identification:

a. Social Security Number

b. Alternate ID

c. Drivers License

d. Employee ID

2. To update an identification source, click the “pencil” icon associated with the source.

This will display the “Modify ID” window.

a. Click into the data field to be changed.

b. Standard edit functions apply to these fields

c. After changing the data press the “Tab” key on your keyboard

d. Click the “Save” button to save your changes

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Revised: 09/18/2018

3. Make changes to the record and click the “Save” button to save the changes.

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Revised: 09/18/2018

Identification – Update/Add/Delete

Delete

1. Click the red colored trash can icon that corresponds with the record to be deleted.

2. The system will ask you “Are you sure you want to delete this ID?”. Click “OK” to

delete or “Cancel” to cancel the delete and return to the Identification window.

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Revised: 09/18/2018

3. If the record is successfully deleted the “ID Removed” message will be displayed.

Click the “Close” button to clear this message.

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Revised: 09/18/2018

Occupations –Add /Delete

Add

1. Click the blue “+” button on the top left of the Identification window.

2. The “Add Occupation” window will be displayed. Use the drop-down selector to

choose the <Testing Authority> and the <Occupation>. Click the “Save changes”

button to save the occupation record.

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Revised: 09/18/2018

Occupations – Add/ Delete

Delete

1. Click the red “Trash Can” icon beside the occupation to be deleted.

2. The system will display the “Are you sure” window. Click “Yes” to remove this

occupation from the participant. Click “No” to abort the process and return to the

participant record window.

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Revised: 09/18/2018

Client Portal - Companies – Participants – Addresses –

Add/Update/Delete

Add

1. From the Participant Details window select the <Address> tab.

2. Click the “Add New” button and the “New Address” window will be displayed. Enter

the following information into the provided fields:

a. <Line 1> - Street address (Required data)

b. <Line 2> - Additional street address

c. <Postal/Zip Code> - Zip code or postal code for a non-US address (Required

data)

d. <City> - City (Required data)

e. <State> - Select the state where the company is located using the selection

box

f. <Country> - Select the country where the company is located using the

selection box

g. <Type> - Select between “Billing” or “Shipping” using the selection box.

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Revised: 09/18/2018

3. Click the “Save” button to add the address record.

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Revised: 09/18/2018

Companies – Participants – Addresses

Update

1. Click into the field of the data to be changed. Standard edit functions apply to these

fields. Make the changes to the field then click the “Tab” key on the keyboard.

2. When the address updates are complete click the “Update” button to save your

changes.

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Revised: 09/18/2018

Companies – Participants – Addresses

Delete

1. Click the “Trash Can” icon in the upper right corner of the address record to be

deleted.

2. The system will ask you “Are you sure you want to delete this address?” Click “OK”

to delete or “Cancel” to cancel the delete and return to the participant window.

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Revised: 09/18/2018

3. If the record is successfully deleted, the “Address Removed” message will be

displayed. Click the “Close” button to clear this message.

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Revised: 09/18/2018

Client Portal - Companies – Participants – Phone –Add/Delete/ Update

Add

1. From the Participant Details window select the <Phone> tab.

2. Click the “Add New” button.

3. The “Add Phone Number” window will be display. To change the “Phone Number

Type” select one of the following items from the selection box:

a. <Evening>

b. <Day>

c. <Fax>

d. <Other>

4. Click into the “Phone Number” field and enter the number.

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Revised: 09/18/2018

5. Click the “Save” button to add the new phone number. The phone number will be

added to the current phone number list.

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Revised: 09/18/2018

Companies – Participants – Phone – Update/Add/Delete

Update


2. Click the “Update” icon associated with the phone number to be changed.

3. The “Edit Phone Number” window will be display. To change the “Phone Number

Type” select one of the following items from the selection box:

a. <Evening>

b. <Day>

c. <Fax>

d. <Other>

4. To change the phone number, click into “Phone Number” field and change the

number.

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Revised: 09/18/2018

5. Click the “Save” button to save the changes made to the Phone Number.

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Revised: 09/18/2018

Companies – Participants – Phone – Update/Add/Delete

Delete


2. Click the red “Trash Can” icon beside the record to be deleted.

3. The system will ask you “Are you sure you want to delete this phone number?” Click

“OK” to delete or “Cancel” to cancel the delete and return to the participant window.

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Revised: 09/18/2018

Locations

1. Click the “Locations” tab to display locations associated with the parent

organization.

Results

1. Click the “Results” tab to display the following:

• Pending Randoms

• Completed Randoms

• Other Results

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Revised: 09/18/2018

Client Portal - Reporting - Rules

Add

1. Click the <Reporting> tab on the menu bar.

2. A “Reporting Rule” allows the user to define the following:

a. <Selection Routing Method> - Choose from the selection box how this report

should be delivered: Email, Fax, Text Messaging

b. <Select Contact> - Choose from the selection box a contact for this company.

c. <Select Report> - Choose from the selection box the report that will be linked

to this rule.

3. Note: The number of rules per report is unlimited. After the rule, has been built

select the “Add Rule” button to save this rule.

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Revised: 09/18/2018

4. The system will display the message “Successfully added rule” after a reporting rule

is successfully added and the rule will be listed in the “Current Reporting Rules” list.

Click the “Close” button to close the notification box.

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Revised: 09/18/2018

Companies – Reporting Rules – Add/Delete

Add Result Letter Rules

1. The “Result Letter” has three additional options that the user can define:

a. <Result Status> - Choose from the selection box one of the following: All,

Non-Negative, or Negative.

b. <DOT Status> - Choose from the selection box one of the following: All, DOT,

or Non-DOT.

c. <Reason For Test> - Choose from the selection box one of displayed Reasons.

2. When the “Result Letter” rule has been built, select the “Add Rule” button to save

this rule.

3. The system will display the message “Successfully added rule” after a reporting rule

is successfully added and the rule will be listed in the “Current Reporting Rules” list.

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Revised: 09/18/2018

Companies – Reporting Rules – Add/Delete

Delete

1. From the Company Overview window select the <Reporting> tab. The reporting rule

window will be displayed.

2. Click the red “Trash Can” icon that corresponds with the reporting rule to be

deleted.

3. The system will ask you “Are you sure you want to delete this reporting rule?” Click

“OK” to delete or “Cancel” to cancel the delete and return to the document window.

4. The system will display the message “Successfully deleted rule” after a reporting

rule is successfully deleted and the rule will be removed from the “Current

Reporting Rules” list. Click the “Close” button to close this box.

Test Smarter.


Revised: 09/18/2018

Quest ESP

Configure Import/Export Settings

1. Select the “Dashboard” from the main menu.

2. Select “Settings”, then select “Import/Export”

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Revised: 09/18/2018

3. Enter your Quest ESP User Name and Password. Click the “Update Settings” button

to save.

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Revised: 09/18/2018

Configure MRO Settings

1. From the main menu click on “Vendors”, then click on “MROs”.

2. Locate the MRO to be configured and click on the MRO’s name link.

3. From the MRO window, select the “Quest ESP” tab.

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Revised: 09/18/2018

4. Enter the “Provider Reference” and the MRO’s Email, click the “Save” button to save

the record. NOTE: Quest will provide the user with a “Client Reference Id” that

will be placed into the “Provider Reference” field. It should be 8 characters or

less.

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Revised: 09/18/2018

Configure Report Routing Rule

1. From the Company Overview window, select “Reporting”.

2. Click the “Add New Routing” button.

3. The “Add Report Routing” window will be displayed.

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Revised: 09/18/2018

4. Select a valid contact from the Contact Drop Down selector and select the Report

“Result Letters”. Click the “Next” Button.

5. Select “Quest ESP” for the “Method”, click the “Next” button.

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Revised: 09/18/2018

6. Select “Every Report” under the “How Often” option and click “Next”.

7. Accept the default values for “Delivery Options” of “All” by clicking “Save”.

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Revised: 09/18/2018

Delivery - Error Notifications

Deliver and/or Error notifications will be displayed in the “Notification Center”.

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Revised: 09/18/2018

Index

Add, 27, 42, 58, 59, 61, 62, 63, 64, 66, 67,

75, 82, 84, 86, 88, 89, 90, 95, 97, 99,

101, 103, 104

Alternate, 72, 82, 84

Bar Code, 24

Client Portal, 1, 52, 53, 55, 57, 58, 60, 63,

64, 66, 67, 68, 69, 71, 76, 79, 80, 81, 90,

95, 101

Company, 104

Contact, 101

Create New Result, 28

Delete, 58, 59, 61, 62, 63, 64, 66, 67, 82,

84, 86, 88, 89, 90, 93, 95, 97, 99, 103,

104

Document Types, 6, 8, 9, 10, 26

Documents, 28, 40

Download, 23, 25

Email, 101

Fax, 101

Follow-Up, 34

MRO, 1, 27, 28, 29, 30, 31, 32, 35, 36, 39,

107, 108

Mro Pro, 27, 30

New Participant, 69, 71

Notification Center, 27

Occupation, 73, 81, 88

Occupations, 78, 88, 89

Participants, 69, 70, 71, 75, 76, 79, 80,

81, 90, 92, 93, 95, 97, 99

PDF, 6, 22, 49, 50

Phone, 43, 60, 64, 71, 75, 95, 97, 98, 99

Prerequisites, 27

Quest ESP, 1, 105, 106, 107, 110

report, 101

Reporting, 101, 102, 103, 104

Result, 28, 31, 36, 38, 40, 103

Result Details, 28

Rule, 101, 103

SFTP, 1, 41, 42, 45, 46, 47, 50, 51

Split Pages, 6, 22

Testing Authority, 72, 73, 81, 88

Testing Category, 78, 81

TIFF, 6, 22

User, 27

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