Planning a drug-free workplace is one thing. Watching a test crew roll into your workplace is another. It can be a source of stress, anxiety, and suspicion among some of your workers.
But when Butterfield Testing Solutions parks at your site, our goal is clear and simple: get every sample we need, follow every DOT rule, and leave your people free to do their real work as quickly as possible.
We’ve taken on hundreds of onsite testing events, large and small, and we built this guide to show exactly what will happen when a third-party administrator like us arrives.
Before Arrival
Everything starts with a phone or email. You tell us why you need testing, whether it’s a random draw, post-incident, new hire, or a mix. We gather the head count and also ask for site details such as restroom access, shift start times, and any visitor rules. Those details let our scheduler map the right crew size, pick the best load of supplies, and choose shipping times so the lab gets samples the next business day.
Our Sherwood and Bend clinics keep staff on call twenty-four hours a day to set these visits, which means even a midnight request gets a live answer.
Arriving at the Site
Expect a van with our logo, a locked cabinet for kits, and coolers set to lab specs. Collectors will wear high-vis vests if your yard requires it, carry their DOT collector cards, and check in with your lead contact right away.
We’ll usually need a quick walk-through to pick a restroom, a breath-test table, and a quiet area for basic paperwork. Industrial sites usually use a portable restroom or trailer we arrange the day before, but many shops just clear one single-user bathroom for the event.
Initial Safety Review
Before the first test, our lead collector meets with your safety officer. They’ll look at first aid gear, eye-wash stations, and any site hazards such as forklifts or hot work nearby. This five-minute talk keeps the job in line with both your rules and ours. Collectors carry gloves, masks, spill kits, and hand sanitizer so we won’t need to borrow from your supplies.
Beginning the Paper Trail
At Butterfield we use electronic chain-of-custody forms whenever the lab allows. Every donor shows a photo ID, the collector scans or types the info, and a barcode prints on the spot.
For some tests a paper federal form is still required; in that case the collector fills it out by hand and hands the donor a copy before they leave. All forms, whether paper or digital, carry a unique specimen number that follows the sample from restroom to lab.
Step-by-Step Urine Collection
Here’s how most urine collections go, from check-in to final signatures.
- Check-in: The donor secures pockets and bags, then picks up the kit.
- Restroom entry: The collector adds a dye tablet to the bowl and turns off running water to stop tampering.
- Sample: The donor gives at least forty-five milliliters; the collector checks temperature within four minutes.
- Split: The sample is poured into two vials (primary and split) then sealed with tamper tape.
- Signatures: Donor and collector sign the form, and the kit goes into a sealed bag.
This walk-through takes about five minutes when all goes smoothly. If someone struggles with a shy bladder, they can sit in a waiting area and drink up to forty ounces of water over three hours. Our collectors will help coach, but never rush anyone.
Breath Alcohol Testing
Breath tests often run beside urine collections when DOT rules apply. The technician shows the donor a fresh mouthpiece, the donor blows for a few seconds, and the device prints two copies of the result.
If the first test reads 0.020 or higher, a confirmation takes place after fifteen minutes with no eating, drinking, or smoking in between. Each breath result goes into the same portal as the drug screen so your file stays in one place.
Other Specimen Types
Urine and breath alcohol testing aren’t the only test types. Here are some other common methods and their uses.
- Oral fluid: Great for very recent use. Collectors place a swab between cheek and gum until a light changes color.
- Hair: Captures long-term use. A small lock of hair is cut close to the scalp in a private corner.
- Touch alcohol: A fingertip pad checks surface sweat alcohol in ten seconds. Useful for large crowds when breath devices are limited.
These tests are common for non-DOT programs, and we travel with enough kits to add them if your policy calls for them that day.
Sealing and Shipping
Once all donors finish, collectors count the kits, match them with forms, and lock them in a cooler. A shipping label then prints from our tablet. Samples then leave the site with the collectors, not your staff, and head to a Health and Human Services certified lab on the next carrier run.
Our Sherwood and Bend teams bag twice daily, so morning visits reach the lab that night and afternoon visits arrive by dawn the next day.
Digital Records and Results
You will get an email the moment samples scan at the lab. Negative urine tests usually clear within one business day; positives or adulterated results can take three to five due to confirmation work.
Our in-house Medical Review Officer reviews every file, calls donors if needed to verify prescriptions, and posts the final status to your secure portal. You can log in any time to see pending or final reports, print certificates, or pull random-rate data for audits.
How We Reduce Downtime
Mobile testing is a favorite for business because drivers and shop techs lose far less time. A clinic trip can burn an hour or more in traffic and waiting rooms, while onsite testing pulls a worker away for ten to fifteen minutes at most.
Large groups see huge gains: we once screened more than one thousand job-site workers in a single day without slowing the build schedule.
Handling Special Situations
Every job site and testing event is unique, which is why we come prepared for unique situations like these:
- Post-incident: We arrive in under two hours for most Oregon crashes that meet DOT criteria, collect breath and urine, and ship the same night so you meet the thirty-two-hour window.
- Return-to-duty: Some drivers need observed collections. Our collectors of the same gender handle that task, following DOT steps line by line.
- Refusals: If a donor walks off or will not give a sample, the collector notes the refusal and calls your supervisor. DOT treats this the same as a positive.
- Language barriers: Many collectors speak Spanish, and we carry cue cards in several languages for basic steps.
These plans keep the visit smooth even when the day brings surprises.
How to Prep Your Crew
The more prepared your employees are for testing, the less friction there will be on the day of the test.
- Send notices early: Tell workers the date, time, and type of test. Surprise is only needed for true randoms.
- Check IDs: Drivers should bring a current license or badge to speed signup.
- Clear a restroom: Pick a single-user room near the dock; remove soaps or cleaners that could mask odor.
- Pick a liaison: Name one person to move staff in order and answer collector questions.
- Plan parking: Leave a spot for our van near the restroom or indoor space so kit boxes stay close.
A little prep cuts wait lines and puts everyone back to work faster, while also building trust in you and in us among your employees.
Why Pick Butterfield as Your Third-Party Administrator
So, why is Butterfield Testing Solutions a trusted third-party administrator of drug tests? Just ask our previous customers, who all cite some of our biggest benefits:
- Round-the-clock crews: Onsite service every day of the year, even holidays.
- Two Oregon clinics plus mobile reach: Drivers can walk in or we can roll to them.
- Full compliance support: Random pools, FMCSA Clearinghouse checks, supervisor training, and record audits.
- Friendly staff: Reviews praise our collectors for calm manners and clear steps, even with big groups.
An onsite visit from a third-party administrator does not need to feel like a stressful fire drill. With clear planning, a trained crew, and tight record tools, the event wraps up in a few hours and your team gets back to moving freight or building bridges.
Butterfield Testing Solutions stands ready with vans packed, collectors certified, and phones live 24/7.
Ready to book a visit? Contact us to get started.