Quick Start Guide




Accessing FormFox

  1. Open an Internet Explorer browser window
  2. In the address bar, type https://www.formfox.com/LoginPage.html (this will take you to the secure log in page)
  3. Enter your user name and password (case sensitive)
  4. Click on the Login button



Starting the FormFox Collection


Upon login, the FormFox home page contains links to begin the specimen collection. Click on the appropriate link to begin the collection based upon the collection circumstances:
  • Donor presents the Authorization Form
  • Donor presents the 5-Part Chain of Custody Form
  • Collector is starting the collection using the Lab Account Number


Donor has an Authorization Form/Authorization Barcode (Orange Link)


Select this option if the donor presents a Drug Testing Authorization form that contains an authorization barcode. Scan/enter the bar code number, then click the Search button. FormFox will search for the pre-ordered tests.

The pre-ordered test includes donor name, SSN, date of birth, reason for test and any other special test instructions. The collector should verify the information displayed and make corrections, or add any missing information, before proceeding with the collection.

Donor has Custody and Control Form (Green Link)


Select the Custody and Control Form option if the donor presents the CCF at the time of collection.

Select the testing laboratory.

Begin populating the custody and control form information using the 5-part CCF presented by the donor. Enter both the account number and specimen identification number into the designated fields in formfox. The CCF will print with the specimen identification number from the 5-part form. (Do not re-use the 5-part form for another collection.) Click Search to query for any pre-ordered tests. FormFox will display any pre-ordered tests based upon the account and donor information entered.

If a matching pre-ordered test is not located, you will be prompted to create a new test. Click the Create New Test button to enter the collection wizard and proceed with the collection process. FormFox will store the specimen ID and account number from the CCF as long as they have not been previously used in FormFox.

If a pre-ordered test is located, verify the donor information displayed, then click the donor name to enter the collection wizard and proceed with the collection process.

Laboratory Account Number (Purple Link)


Select the Account Number option if the donor does not present the Authorization Barcode or Custody and Control form, but the collector is able to obtain the client laboratory account number.

Select the testing laboratory.

If the collection will be started with the account number only, enter the account number and donor information. After entering the donor information, click Search to query for any pre-ordered tests. FormFox will display any pre-ordered tests based upon the account and donor information entered.

If a matching pre-ordered test is not located, you will be prompted to create a new test. Click the Create New Test button to enter the collection wizard and proceed with the collection process. FormFox will automatically generate a specimen ID number for the CCF.


If a pre-ordered test is located, verify the donor information displayed, then click the donor name to enter the collection wizard and proceed with the collection process.



Performing the Specimen Collection


Once the information in the Locate Donor section is completed, the specimen collection wizard will launch.

Collection Wizard Process


Step 1: Enter Donor Information

Upon creating a new test, you will need to fill in the donor information, OR verify the existing donor information displayed from the pre-order. Complete the required fields marked with an asterisk. For pre-ordered tests, the collection will begin at this point after the pre-authorized bar code is entered and submitted.

Step 2: Obtain Specimen

If the donor was able to void and the temperature was within range mark the temperature as Yes and proceed to Step 3.

Out of temperature range?
If the donor provides a sample, but the temperature is out of range, mark the temperature in range box as No. Then click the Temp Out of Range-Substituted or Adulterated. This will take you to a selection menu where you will enter notes regarding the out of temp range sample and indicate how to proceed with the collection. You will be instructed to contact the Designated Employer Representative (DER) to request information on how to proceed with the collection. Instructions provided by the DER should be typed in the Remarks Section which will print on the CCF.

Shy Bladder or refusal?
If the donor is unable to void or refuses to produce a sample, choose the Unable to Void – Suspend Test – Donor Refused button.

Choose the status of the collection by using the drop-down and click Save. Click Ok if you are sure you want to save the changes or Cancel if you do not. FormFox will then default to the “pending list” or the “locate donor” screen. If the status is Donor Refused or Unable To Void, the test will reside in the completed list with the status as UNAB or REFU. If the test was suspended, it will remain on your pending list, allowing you to come back and resume the collection when the donor is able to produce a sample.

Step 3: Collection Details

Choose the type of collection: single, split and/or observed. Then select a courier method for delivery to the laboratory (not a required field). You may also type in any additional remarks that you would like to appear on the CCF.

Step 4: Print Custody and Control Form

Click Print CCF to generate the CCF for viewing. Before printing, select the printer where you would like to send the print job. Insert a blank FORMFOX CCF form into the printer (The custom formfox CCF stock, with specimen labels, is provided to you by formfox – NEVER use a blank piece of copy paper for the CCF.) Ensure the Page Scaling is marked as None. Select Print.

Review the printed CCF and verify everything is correct. (This means the collector LOOKS at the CCF!) If you find a problem, you may edit information to make the correction and select Reprint CCF.

Step 5: Collection Details

  1. Remove specimen seal from printed form and place it on the specimen container.
  2. Obtain the donor initials on all specimen seals.
  3. Place the CCF onto the signature pad, then select Capture Signature. (If you are using the optional signature pad). Obtain the donor signature, donor printed name, and collector signature on the CCF with the pen attached to the signature pad, then select Accept Signature.
  4. If your site is not using the optional signature pad: Obtain the donor signature, donor printed name, and collector signature on the CCF with a regular pen.
  5. Enter/Scan the bar codes. The first bar code scanned/entered is the document ID. The document ID is not to be confused with the specimen ID. The document ID is the unique ID printed on the blank chain of custody by the manufacturer. The second bar code scanned/entered is the specimen ID from the specimen seal.
  6. Select Submit to close the collection wizard.


If you attempt to enter a specimen ID that does not match the ID that was printed on the CCF, you will receive an error message. In this event, review the CCF and the printed seals and ensure that the correct digits were entered. You will not be able to click Submit until the correct specimen ID is entered.

Step 6: Package, Send & Certify

  1. Detach the un-used labels from the CCF (can be discarded).
  2. Detach the donor receipt and give it to the donor.
  3. Package the printed form and specimen into a shipping container.
  4. Secure the sample for shipment to the laboratory.
  5. Dismiss the donor.


Note: If you close your browser without finishing the collection, the test will be left In Process. The next time you login, you will be prompted to go back to the wizard and finish the collection or delete the test before continuing with another specimen collection.

Once a specimen collection has been finished, you can find the test record in the Complete List in the Drug & Alcohol Testing menu.

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Other Features


Pending List


The Pending List feature, under the Drug and Alcohol Testing menu, generates a status list of all tests that are pre-ordered, suspended or in process. The Filter By drop-down menu allows sorting options based upon status. By default, all pending tests are displayed. You may also sort the pending list grid by clicking any column header. Pending tests can be selected from this feature and the collection process completed. Click the donor name to resume the collection process. The Pending List is a helpful tool for managing workflow and scheduling.

Complete


The Complete function populates a list of all completed collections from the last seven days for your site. Sort the list by clicking the header of any column. Once collections are in the complete list, the CCF can only be re-printed as a duplicate. If auto-faxing is set up, you can auto-fax a duplicate copy of the CCF to the MRO.

Search


The Search feature allows you to search for records that no longer appear in the Complete list. This function allows you to search by donor ID, donor name, sample ID, account, location or date collected, scheduled or billed. When the record is found, it will display the grid of donor information. The donor information can be accessed as a collection detail summary, or the duplicate CCF can be regenerated and/or auto-faxed. In the event that results are not found for the search criteria, the donor grid will not appear. The Search feature only allows you to view collections completed at your collection site.




Important FormFox Images

Pending List.jpg

Suspending a Test Event.jpg
FormFox Message Board.jpg