Drug and Alcohol Register

Introduction

The Drug and Alcohol Register module provides a centralized system for recording and managing drug and alcohol testing information within your organization. It allows for the tracking of tests conducted on employees, contractors, and visitors, including test details, results, and any necessary follow-up actions.

Effective use of this register helps in maintaining compliance with company policies and relevant regulations, promoting a safe work environment.

Key Capabilities

• Record Test Information: Document essential details for each test.
• Track Test Results: Log the outcomes of each test.
• Manage Test Lifecycle: Follow records through a simple workflow from 'Draft' to 'Active' and eventually 'Archived'.
• Link Actions: Connect test records to the Actions module to manage any required follow-up tasks.

Creating and Managing Test Records

To add a new test record or manage existing ones, navigate to the Drug and Alcohol Register module from the main system menu.

Adding a New Test Record

1. Select 'New Record'. The form will open, typically in a 'Draft' state.
2. Hierarchy: Confirm or set the correct organizational unit (e.g., Company, Site, Department). This helps organize records and is often pre-filled.
3. Person Tested Details:
   • Name (Required): Select the person who was tested.
   • Affiliation (Required): Indicate if the person is an 'Employee', 'Contractor', or 'Visitor'.
   • Test Date (Required): Enter the date the test was conducted.
4. Test Details:
   • Test Provider (Required): Specify who conducted the test (e.g., 'Internal', or the name of an external provider).
   • Testing Officer (Required): Enter the name or identifier of the person who administered the test.
   • Test Type (Required): Select the type of test administered (e.g., 'Alcohol', 'Drugs').
   • Test Method (Required): Specify the method used (e.g., 'Breath', 'Saliva', 'Urine').
   • Test Number: If applicable, enter any unique identifier for the test sample.
5. Record Results:
   • Results: Enter the outcome or specific details of the test.
6. Next Test Date (Optional):
   • Enter this date if a follow-up or next regular test is scheduled.
7. Attachments: Upload any relevant documents, such as consent forms, chain of custody forms, or detailed lab reports. Refer to the general "Adding Attachments" help guide for more information.
8. Saving and Submitting:
   • Select 'Save' to keep the record as a 'Draft' if you need to complete it later.
   • Select 'Submit' when all required information is complete. This moves the record to the 'Active' state, signifying it's an official record.

Managing Existing Test Records

• Viewing and Editing: Find records in the module's list view. To edit an 'Active' or 'Draft' record, open it and make the necessary changes.
• Workflow Statuses:
  • Draft: The initial state for new, unsaved records.
  • Active: The test record is finalized.
  • Archived: Records can be moved to 'Archived' status if they are no longer current but need to be retained for historical purposes. This is typically done by opening an 'Active' record and selecting an 'Archive' button.
• Re-Opening Archived Records: If an archived record needs to be made 'Active' again, locate it (you may need to adjust search filters to view archived records), open it, and select a 'Re-Open' or similar button.

Linking Actions to Test Records

If a drug or alcohol test result requires follow-up (e.g., further investigation, disciplinary procedures, support programs), you can link the test record to the Actions module. This ensures tasks are formally assigned and tracked.

How to Link an Action

1. Open the relevant Drug and Alcohol Register record.
2. Locate a section typically titled 'Associated Actions'.
3. You will generally have options to:
   • Log New / Add New: Create a new action directly. A form for the Actions module will open. Fill in the action details (description, assignee, due date, etc.) and submit it. The new action will then be linked.
   • Select / Link Existing: If a relevant action already exists, use this option to search for and link it.
4. Once linked, a summary of the action will usually be visible within the test record.

This linkage provides a clear audit trail. For more details on the Actions module, refer to the "Actions Module Overview" and "Creating and Managing Actions" help documents. For general information on how linking works, see the "Linking Records" help guide.

For general guidance on features like searching, filtering, and customizing views, please refer to the "General Features" documentation.