unique situations for dapms how to handle them. common areas for trouble internally ◦ operations...
TRANSCRIPT
Unique Situations for DAPMs How to Handle Them
Common Areas for Trouble
Internally◦Operations◦City Hall◦HR◦Employees◦Management◦Consultants
Common Areas for Trouble
Externally◦Collection Sites◦Mobile Collectors◦MRO◦TPA◦SAP
Common Areas for Trouble
Externally◦Insurer◦Public◦Outside representation
Caught in the Middle
DAPM & FTA
Collectors
Collection Site
Management
Employees
Vendors:MRO &
TPA
State or Grantee
Identifying Problem(s)
Investigate for yourself
Identify each deficiencyLocate the specific rate-limiting
stepRely on evidence
Analysis
Mitigation likelihood◦Resources◦Support◦Level of effort◦Resistance◦Expertise
Mitigation
INTERNAL ISSUES
Areas for IssuesOperations
◦Supervisors◦Logistics for testing/service
interruption◦Maintenance
Operations
Identify, Analyze, Plan, Resolve
Set VERY specific goals for Random Testing◦Actual dates and times for tests◦Don’t issue vague testing goals or
theories◦Be hands-on if needed (go to the
source)
Operations
Identify, Analyze, Plan, Resolve
Set VERY specific goals for Post-Accident Testing◦Go to the scene when possible◦Retrain in a brief gathering or formal
meeting◦Full debrief after each accident◦Call the collection site
City HallBilling Issues
◦Vendor Invoices: Can you monitor them? Can you withhold payment? Can you be involved?
Contracts/RFPs◦Do you have input into terms? Bid
evaluations? Selection?
City HallBilling Issues
◦Vendor Invoices: Institute proactive memos of approval
Contracts/RFPs◦Ask FTA for advice on
language/pitfalls◦Push for involvement
Human ResourcesUnderstanding of the
requirements◦Push/pull between Ops/HR/Exec◦Who is pushing for “efficiencies”?
• Closing the loop: Accident information is critical to D&A
program, but is often unavailable/difficult to receive
Random testing records Pre-employment clearances
Human ResourcesUnderstanding of the
requirements◦FTA can assist
• Closing the loop: Proactively request records for debriefing
and reviewing Be a pest
Employees
Notification vulnerabilities◦Are there internal vulnerabilities?◦How can you find out?
Employees
At the collection site◦Waiting time before collection◦Waiting time during◦Total time of test
Employees
Review the notification process for vulnerabilities
Work with the collection site to reduce waiting times
ManagementAre you supported in your
program?
Are your supervisors supported?◦Post-accident testing thresholds ◦Random spread requirements◦Return-to-duty◦Follow-up
ManagementSupport for testing requirements:
◦Post-accident: Present your side, but protect yourself in the documentation
◦Random: Educate management, continue to work with Ops
◦RTD & Follow-up: STAY ON TOP OF TESTING NEVER fall behind & contact FTA
immediately Protect yourself
ConsultantsAuthority
Advice
Changes
Expertise/Grasp of Local Dynamics
Consultants
Authority◦Are they clear about their
authority/sponsor?
Advice◦Is the advice correct? Is it personal
preference or regulation? Which regulation? Fed/State/Local?
Consultants
Changes◦Are the changes realistic? Overly
burdensome? Do they have program health/regulatory compliance as a result?
Expertise/Grasp of Local Dynamics◦FTA/FMCSA? Only one collection site?
ConsultantsAuthority: Require articulation of authority
before the visit. Contact FTA with concerns
Advice: The changes required or suggested must be backed up by regulation. Require citations and read the citations yourself
Changes: Require details about changes. Nothing is too specific
Expertise/Grasp of Local Dynamics: Be firm with your local approach if there is more than one path to compliance
EXTERNAL ISSUES
Collection SiteLimited hours/daysCheck-in timesCollection process protocols
◦Training◦The enclosure◦The CCF
Completeness & Accuracy
Collection SitePoor record transmittalDelays in reportingInattention to small clientsComplaints from
employees/supervisorsRepeated errors/affidavit
requirementsMobile collector problems
Check Every CCF
Completeness of the CCF◦Steps 1-5
Step 3 (unless the form is a Quest form)
Accuracy of the CCF◦Time, date, test type, testing
authorityTimeliness of the collection
process◦Start-to-finish times and wait times
Visit The Collection Site to Determine:
The order in which the collection was performed
The enclosure’s securityThe participation
requirements/allowances of the donor◦Remove outer garments◦Pockets◦Wallet
Require CorrectionsEliminating areas of concealment
within the enclosure is the goalEnsuring the supervision of the
donor is crucialFatal flaws must be corrected by
error correction training within 30 days
TipsAsk that responses from
collection site personnel be sent to you by email ◦Time/date included◦Correspondence trail included◦Easier to distribute as needed◦You can ask for photos, etc.
TipsAfter daylight savings time
adjustments, monitor your collection site for a clock adjustment on the EBT
If faxes are unclear, require digital photos of the CCF itself which can be emailed directly from a phone (8 megapixel or higher) while you await the paper copy
TipsIf you like a particular collector,
establish an on-call arrangement for late or early collections and pay them directly
Delay payment if needed for collection site unresponsiveness
TipsPrint bulletin cards for your
collection site◦Multiple contact numbers◦Testing authority (you can pre-print
these)◦Protocols
TipsProvide your collection site with
SASEs in which to send your Employer Copies (Copy 4) from each CCF◦At the time of each collection◦Sent in batches at beginning of each
testing period
TipsCheck your ATF and CCF to
determine which test occurred first
Maintain a collaborative relationship (if possible) with your collectors
Make appointments if possible (or needed)
Monitor your employee’s wait time before the collection (after arrival)
The Required OrderStep 1The collection of the specimenStep 2Step 3Step 5Step 4
The order is 1,2,3,5,4 and not 1,2,3,4,5
MRO/TPA/SAPRemember that THEY work for
YOU
You set the deadlines, dates, transmittal methods, and protocols in general
If you get repeatedly poor service, drop them. If your employer is not assisting, contact the FTA
Insurer/Public/RepresentationStay firm to the requirements
◦Read them, ask the FTA, or ask internally for assistance
Protect yourself with documentation
Remain calm and articulate your stance
Rely on evidence, not opinion or spin
Fixing ProblemsThe FTA can assist with
◦Policy◦New DAPM training◦Program evaluation◦Regulatory interpretation◦Regulatory application
Thank you for Attending
Please fill out your evaluation forms