This information is provided for educational purposes only. Reader retains full responsibility for the use of the information contained herein. 

We’ve all heard the expression “one size fits all” meaning a single size of something can be suitable for people of all sizes.  I took it one step further and asked Google, which of course applied an AI search, and found it interesting that it said, “it can also mean a single approach or solution applied to all situations or individuals regardless of their specific needs or characteristics.” That last phrase is particularly interesting as it implies more of a forced fit!

This drove my mind straight to urine screening and how for so many years it was the size that fit all simply because there were no other acceptable alternatives being used for drug testing and certainly none recognized by the Substance Abuse and Mental Health Services Administration (SAMHSA’s) nor The U.S. Department of Transportation (DOT). Well, all that has changed and now we have many more options available that should be and in many cases are being utilized for workplace drug screening. This brief paper will outline what some of those methods are, and how they can be applied to the most common reasons for testing.

What are common reasons for workplace drug testing?
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First, it is important to have a brief understanding of the windows of detection (WOD) for different testing methods because this is critical in selecting the method best suited for your applications. The following table shows three general windows from “short” to “intermediate” to “long” windows of detection and what sample types are best suited to fit those WOD.
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Drug Use Windows of Detection vs. Sample Types/Methods

For illustration, if you are looking to detect very recent substance use such as after an incident or when suspicion of drug use exists involving a potential impairment scenario, the use of oral fluid testing with its shorter window of detection and ability to detect drugs within minutes after usage may be the best solution. You could also consider a newer method using an automated eye scan test that detects impairment from drugs and alcohol as a preliminary exam. Conversely, if you are looking for lifestyle drug use detection, hair testing with its longer window of detection may be the best sample for that particular application. 

How to use each testing method
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There are many ways to look at utilizing these sample types for various applications. However, the table below provides a summary from this author’s point of view on what methods are most suited for the testing reasons listed.

Testing Method and Best Suited Workplace Application

It is important to note a few high-level details about each of these methods and provide the tie into the reason for testing.

• Breath THC is still in its infancy, not broadly deployed at this time, and is not FDA cleared or federally endorsed. That said, it is being commercialized today and gaining some momentum as a pre-screen as a 2-3 hour WOD test for marijuana in for cause and post-accident situations as well as pre-duty access to facilities prior to beginning a shift. The version of this test available today is a laboratory-based test so do not expect a rapid result, at least not today. 

 

• Eye scan tests have been commercialized by several companies (Gaize being the most notable today) and are capable of performing automated scans of what is done manually during a field sobriety test. This exam provides an assessment of impairment making it a good choice after an incident, for cause or after suspicious behavior. Eye scan tests take a little over 5 minutes and they are run singly per unit.

 

• Oral fluid testing is now broadly available in both rapid and laboratory-based FDA cleared formats, allows one to detect a WOD covering recent use (potential impairment) of all the same drugs tested for in urine, is very easy to collect, and often saves time and money vs. traditional urine collections and testing. Many employers across the U.S. have adopted oral fluid testing since it was introduced around 1999, and find it to be one of the most versatile and advantageous sample types currently available because it can be adopted for all reasons of testing unless that very long WOD is critical to your program/culture. Oral fluid also detects the parent, psychoactive form of marijuana making it ideal in states such as CA & WA where one can no longer test for the cannabis metabolites in many testing scenarios. Lab-based oral fluid testing is federally endorsed and allowed under the U.S Department of Transportation program, although we are still awaiting two laboratories to be HHS certified for regulated testing to officially begin.

 

• Urine testing WAS that one size that fits all sample since the late 80’s when workplace drug screening really began, and it is still the dominant form of testing in the workplace market due to its accuracy, WOD profile, long history of use and acceptance in federal and DOT programs. That said, there are drawbacks to urine collections and testing such as dependence on collection sites, ease of substitution/cheating, the fact that it tests for the metabolite of marijuana (past use), and more.

 

• Hair testing has made inroads into the workplace market for many years particularly in trucking (non-regulated), casinos and other applications where that long WOD (approximately 90 days) is desired.  While federal guidelines were drafted many years ago, there are still no final federal regulations for hair testing and therefore there are no U.S. DOT rules either.  This means it cannot be used for federal or DOT regulated testing at this time. 

Conclusion
With many more options available today to conduct workplace drug testing an employer no longer needs to feel like one size must fit all.  Look at your program, re-examine your drug testing objectives, look at these methods, and choose the one or ones that are most likely to help you achieve those objectives. 

Of course, be aware of your state laws and any federal or DOT regulations that apply to your company.  Update your drug testing policy regularly as these laws and regulations, including legal marijuana laws that place conditions on drug testing, are subject to change. If you are unsure whether a drug testing method is permitted in your states, consult your drug testing provider or a policy expert.

DrugPak Software helps hundreds of businesses of all sizes effectively manage and monitor their drug testing programs. Contact us today to learn how we can help your business. 
 
© 2010-2025 DrugPak – No portion of this article may be reproduced, retransmitted, posted on a website, or used in any manner without the written consent of DrugPak. When permission is granted to reproduce this article in any way, full attribution to the author and copyright holder is required. ​

This information is provided for educational purposes only. Reader retains full responsibility for the use of the information contained herein. 

Introduction
 
Managing a drug testing program is not just about compliance—it is about protecting your workplace, documenting processes, and addressing concerns with clarity and confidence. Employers and third-party administrators (TPAs) face growing pressure to maintain accurate records, ensure fairness, and meet federal or company-specific standards.
 
Drug testing software offers more than digital convenience. It brings transparency, auditability, and efficiency to a highly sensitive area of workforce management. Below are six real-world reasons TPAs and employers are turning to software to streamline and protect their programs.
 
1. Audit-Ready Data and Digital Trails 
Using software to manage a drug testing program ensures that all selections, test results, and participant histories are tracked with time-stamped accuracy. One TPA shared how the Department of Transportation (DOT) contacted their medical review office to ask if an employee had ever been in the random testing pool and for how long. There was suspicion that a manager had quietly removed the employee from the pool because they believed the individual was using controlled substances and didn’t want them to be terminated.
 
Using the software’s audit logs, the TPA was able to confirm that the employee had, in fact, been removed from the pool on a specific date. What the provider didn’t know—until then—was that the employee was still actively working. Without the audit trail, the employer would have had no way to prove or disprove whether the employee had been properly included in the program. The DOT’s investigation had been prompted by a concerned coworker, and without the software, there would have been no clear record to rely on.
 
Federal agencies like the DOT expect accurate documentation. The DOT's Office of Drug and Alcohol Policy and Compliance outlines employer responsibilities under 49 CFR Part 40, which includes the need for reliable records in the event of audits or investigations.
 
2. Objective Data Resolves Employee Complaints 
It’s not uncommon for employees to feel singled out when they’re selected multiple times for random testing. But software provides an objective source of truth. In one instance, a pharmacist claimed he had been tested every month for six months and insisted that the system must be broken.
 
Human Resources (HR) contacted the TPA, and a quick report showed he had only been tested four times over the past 18 months—a frequency consistent with company policy. With the facts in hand, the employer was able to address the concern calmly and accurately. The employee even admitted it simply “felt” more frequent than it was. Objective data helps employers remain transparent and defuse misunderstandings before they escalate.
 
3. “Selected, Not Tested” Reports Support Compliance 
For federally mandated testing programs, it’s critical to know who has been selected but not yet tested. Most software systems offer “selected, not tested” reports to track this. This is particularly important with breath alcohol testing, which does not go to a lab for results. Instead, technicians deliver the results directly to the employer or TPA.
 
In practice, it’s easy for these results to fall through the cracks, especially if they’re not promptly entered into the system. By reviewing “selected, not tested” reports during the testing cycle, employers can follow up, collect missing data, and ensure records are complete and compliant. This helps avoid last-minute scrambles and improves overall record accuracy.
 
4. Centralized Documentation Supports HR and Safety Teams 
Drug testing software doesn’t just log results—it can also store supplemental documentation related to each test. This includes incident reports, reasonable suspicion checklists, and notes explaining why a selected employee wasn’t tested, such as being on extended leave or vacation.
 
Having this information stored directly alongside test records allows HR and safety managers to easily retrieve context during audits or internal reviews. Everything is available in one secure, centralized location. This capability helps employers comply with both federal regulations and internal policy documentation requirements.
 
5. Track Training and Certification 
Many drug testing programs rely on multiple technicians and collection personnel, all of whom require ongoing training and certification. Modern drug testing software allows employers and TPAs to track these credentials, including upcoming expirations, for breath alcohol technicians, specimen collectors, and others involved in the process.
 
Automated alerts can remind teams to complete refresher training or submit updated certificates, ensuring everyone remains qualified to perform testing and reducing the risk of invalid collections due to lapsed credentials. The U.S. Department of Health & Human Services emphasizes that collectors and breath alcohol technicians must be trained in accordance with SAMHSA’s federal guidelines and maintain their certifications to perform valid tests. Software that tracks this information reduces the risk of expired credentials, missed renewals, and noncompliant testing.
 
6. Historical Data for Trend Analysis 
Over time, drug testing software becomes a valuable analytics tool. Employers can use historical data to identify patterns, such as rising positivity rates, seasonal changes in test results, or trends like increased use of sample dilution.
 
In one example, a construction company noticed a spike in “negative dilute” results. With the software’s filtering tools, they were able to identify that certain employees were repeatedly submitting diluted samples—a potential sign of attempted tampering. This allowed the Designated Employer Representative (DER) to adjust their program and respond proactively to suspected abuse.
 
Conclusion
 
Drug testing software does more than organize results. It provides a structured, auditable, and secure system to manage a complex and often high-risk process. From confirming compliance during audits to resolving employee concerns and improving communication between technicians and employers, drug testing software empowers TPAs and employers with tools they didn’t even know they needed—until they did. If your organization isn’t using dedicated software to manage your drug testing program, now is the time to explore your options. The right system doesn’t just make your job easier. It protects your business. Moreover, for companies looking to modernize and safeguard their drug testing programs, software is not just a nice-to-have—it is a must-have.
 
Contact DrugPak to schedule time to discuss how their software solution is customized to your workplace screening needs at [email protected].

 
© 2010-2025 DrugPak – No portion of this article may be reproduced, retransmitted, posted on a website, or used in any manner without the written consent of DrugPak. When permission is granted to reproduce this article in any way, full attribution to the author and copyright holder is required.