U.S. Probation/Pretrial Treatment Service Providers Testing Instructions

1. U.S. Probation/Pretrial Treatment Service Providers Testing Instructions 10/25/12

2. Referral Process • USPO/USPSO calls/emails to schedule initial intake appointment for offender/defendant • USPO/USPSO forwards: • Program Plan • Aftercare Case Summary

3. Program Plan • Review program plan to ensure all necessary codes are included • Do not provide any services not listed on the plan. • Maintain a copy in the file.

5. Release of Information Form • Ensure form is filled out completely. • Offender/defendant signs • Witness signs. • Copy retained in your file

6. Testing Requirements • All Offenders/defendants should be tested upon intake • Testing must occur 7 days a week including holidays • Offenders/defendants must be tested at least one weekend per month • Back-to-back testing (two consecutive days) must occur occasionally for Phase I • Testing should be observed by a person of the same gender. • No more than one unobserved test per month.

7. Call in Procedures Use a code-a-phone/message recorder system Update message daily Do not give more than 12 hours notice Must save recorded messages for 72 hours.

8. Daily Treatment Log (DTL) • Offender/defendant signs in and out for each service • Each service must be listed on a separate line (i.e counseling and testing) • Vendor also signs each entry • Include DTL with invoice submission monthly

9. Collectors shall: • Use a clinical refractometer on all specimens • Ensure specific gravity (s.g.) is 1.003 or higher. DO NOT TEST an invalid specimen • If s.g. is lower, allow 1 hour to collect another sample at no charge • Ensure sample is a minimum of 35 milliliters • Permit no more than 2 hours to provide a valid sample if stall occurs

10. Collectors shall (con’t): Use Non-Instrumented Testing Devices (onsite) for all testing Collect urine between the hours of 5:00 am-9:00 am only Do not allow waiting period to exceed 15 minutes

11. Collectors shall (con’t): Do not disclose the schedules of testing or number of tests to offenders/defendants Do not share personal work schedules Meet monthly with officers in person or via telephone and document in files Be available by phone, cell phone and/or email

13. Onsite Testing Record • The collector fills out the top portion of the COC form (subject’s name, PACTS number, supervising officer/initials) • Offender/defendant fills out “Prescription Use” section • After testing via onsite device, complete the entire form including signature of offender/defendant and witness. • If positive, include laboratory chain of custody number and have offender/defendant fill out comment section.

14. Positive On-Site • Only time a sample should be sent to lab unless requested by USPO/USPSO. • Notify USPO/USPSO via email/fax with cc to Officer’s Supervisor immediately. • Follow proper procedures for packaging and mailing specimens as listed in the SOW • Fill out Alere Chain of Custody Form • Upon receipt of lab result, email/fax results (positive or negative) to USPO/USPSO with cc to Officer’s Supervisor immediately and place in file

16. Laboratory Chain of Custody Completion Must be legible/Print Must keep letters/numbers within the boxes provided Must include officer initials Must include PACTS number Do NOT request primary or secondary test panel Request “confirmation only” and list presumptive positive test(s)

17. Urinalysis Log • All specimens must be listed on the UA log • Co-payment collection must be included. • Write “onsite” in bar code number column.

18. Alcohol Breath Testing • Vendor responsible for training staff and calibration of units • Vendor must keep Breathalyzer Instrument Log on site for audit purposes.

19. Alcohol Breath Testing Include all breathalyzer results on Monthly Treatment Report Keep a monthly breathalyzer log for each client who has breath testing authorized on their program plan

20. Breathalyzer Log

21. Sweat Patch Log • Must be sent to Substance Abuse Coordinator Jennifer Smith by the 10th of each month

23. Monthly Treatment Report Instructions : • Fill out completely • Sign and date • NO canned language relevant to the actual client • Send to assigned officer and with invoice monthly

24. Notification Reports • Vendor responsible for creating own notification reports (for review by Substance Abuse Coordinator) • Must include all pertinent information • Type of violation • FTA (counseling/testing/intake) • Stall/ low specific gravity • Positive result (onsite, breathalyzer, or lab)

26. Notification timelines: • Positive Test • Due immediately • Failure to appear for services • Due immediately • Discharge Summary • Due within 15 days

27. Supplies Must keep USPO and USPSO supplies separate Probation Onsite tests, and laboratory supplies are ordered through Carla Garcia carla_garcia@cacp.uscourts.gov (562) 980-3407 Pretrial supplies are ordered through Adriana Corona-Buergo adriana_corona-buergo@cacpt.uscourts.gov (213) 894-5395 Order before you run out May take 2 weeks (business days) to receive supplies Order forms can be found on our Internet site

28. Inventory Monthly probation inventory must be submitted by the 10th of each month to Substance Abuse Coordinator- Jennifer Smith Monthly pretrial inventory must be submitted the 10th of each month to Senior USPSO Adriana Corona-Buergo Inventory includes # of devices received and used during the proceeding month

29. Termination of Services • Program Plan does not require offender/defendant signature • Maintained in your file • If counseling provided, must complete a typed discharge summary to USPO/USPSO within 15 calendar days

30. Monitoring Programs will be reviewed at least two times the first and second year of the contract If unsatisfactory rating, you will have a follow up review Deficiencies can result in a Cure Notice that requires a formal response You will be held to the standards in the proposals you submitted

31. Required File Documents • Program Plan • Authorization to Rel. Confidential Information 11B • Monthly Treatment Report • Chain of Custody forms (onsite & lab) • Laboratory results • Daily Treatment Log (outpatient) • Individual UA, BA, & Sweat patch logs • Chronological notes that include Officer contact and counseling notes

32. Probation Internet site http://www.cacp.uscourts.gov/?q=tss

33. Contact Information Jennifer Smith-Substance Abuse Coordinator jennifer_smith@cacp.uscourts.gov (562) 980-3412 Carla Garcia-Treatment Services Assistant carla_garcia@cacp.uscourts.gov (562) 980-3407 Adriana Corona-Buergo-Senior Pretrial Services Officer adriana_corona-buergo@cacpt.uscourts.gov (213) 894-5395

34. Questions??Comments