TeamCME Consortium Member Guide
Getting Started, Add Companies, Update Drivers, Learn Responsibilities, Manage Randoms, and Understand Billing
TeamCME’s consortium model allows members to offer consortium services to their clients while TeamCME handles the required back-end administration. Members manage the customer relationship, set their own pricing, coordinate collections, and provide required updates. TeamCME maintains the consortium pool, processes enrollments and updates, runs random selections, and provides required documentation.
Content
| Members are responsible for: | TeamCME is responsible for: |
| Selling the service to the company | Maintaining the consortium pool |
| Setting client pricing | Processing enrollments and updates |
| Collecting needed information | Running random selections |
| Completing required forms | Sending random selection notifications |
| Coordinating collections | Providing enrollment documents |
| Sending CCF/proof of collection | Billing member for consortium/testing fees |
| Supporting the client relationship |
Important Clarification About the C/TPA Role
TeamCME is the official C/TPA.
You may work directly with your client and manage the relationship, but TeamCME is the designated Consortium/Third-Party Administrator for companies enrolled through this program.
Companies must designate TeamCME as their C/TPA in the FMCSA Clearinghouse. Instructions are available in the Important Documents section.
What You Need Before Starting
Consortium Fee Structure
Before enrolling companies, we recommend establishing your own pricing model. Most members charge their clients more than the TeamCME member fee, often at least double, to account for their own administrative time, customer support, and collection coordination.
Consortium fees typically include an initial enrollment fee and an annual consortium fee.
After the initial enrollment year, companies are generally billed only the annual fee each January. This structure is standard practice throughout the industry.
The TeamCME Consortium Fee Schedule is located in the Important Documents section of the Consortium page. These are our member fees and are based on the size of a company and the time of year the company joins.
Contract and Testing Policy
Companies with multiple employees should maintain their own drug and alcohol testing policies, but standardized templates are especially useful when working with owner-operators or small fleets.
Sample policy and contract documents are widely available online and can be customized for your business.
Adding a Company to the Consortium
Once your pricing and documentation are ready, you can begin enrolling companies into your consortium pool. The Consortium webpage includes online forms for adding a company and making updates to existing consortium companies.
What documentation is required?
You will also need to provide documentation from within the last 30 days of ONE of the following:
- Specimen ID# for each participant when using a TeamCME account CCF
- CCF or test results for each participant from a non-TeamCME lab account
- Proof of previous enrollment in a randomized drug and alcohol testing program
- Certificate of Enrollment from previous program; OR
- Have the company complete the Prior Consortium Enrollment Verification Form
Other Required Information
Company Information
- Company name
- Business address
- Contact information
- Regulatory mode (FMCSA, FTA, FAA, non-DOT, etc.)
- Participation start date. This cannot be earlier than the date the enrollment form is completed
Participant Information
- First and last name
- License number
- State of issuance
Designated Employer Representative (DER)
You must also identify the company’s Designated Employer Representative (DER).
Important considerations:
- The DER should generally not be someone who may be selected for random testing
- The exception is for owner-operators, where the owner may also serve as the DER
Common Reasons Submissions Are Delayed
- The DER is also a testable employee, except in an owner-operator situation
- Participant names are incomplete
- License number or issuing state is missing
- Required pre-employment test or proof of enrollment within the last 30 days is not included or incomplete
- The member account has a past-due balance
What Happens After Submission?
TeamCME typically processes the company and participant enrollment within one business day.
Confirmation Emails
Both you and the enrolled company will receive confirmation emails. The company’s confirmation email contains additional instructions, including the requirement to designate TeamCME as their Consortium/Third-Party Administrator (C/TPA).
Enrollment Documents
After processing is complete, you will receive an Eligible Donors List and an Enrollment Certificate. Both documents should be forwarded to the enrolled company for their records.
Updating Existing Consortium Companies
Changes to existing consortium accounts can be made through the “Update Existing Consortium Company Info” form.
This form can be used to:
- Add employees
- Reinstate employees
- Remove employees
- Update company contact information
Adding an employee does not usually trigger an immediate random selection. Newly added employees are included in the next quarterly selection cycle.
Random Selections
Random selections are conducted on a quarterly basis throughout the calendar year.
DOT Random Testing Requirements
For DOT-regulated pools:
- 50% of participants must complete random drug testing annually
- 10% of participants must complete random alcohol testing annually
All participants within a testing pool must have an equal chance of being selected during each selection period. TeamCME uses computerized random selection software to ensure compliance with DOT regulations.
Non-DOT Testing Programs
Non-DOT consortium pools are not required to follow DOT random testing percentages or procedures. Non-DOT employers may determine the testing frequency and which tests are performed.
Notification Procedures for Random Testing
When quarterly selections are completed, you will receive a Notification of Random Selection letter identifying the individuals selected for testing.
When Should Employees Be Notified?
Unless dealing with an owner-operator, notification timing should be coordinated with the company’s DER.
Employees should generally be notified:
- While reporting to work
- While actively working
- Immediately after completing work duties
Employees should never receive advance notice of a random test. Whenever possible, employees should be notified while they are available to report immediately to the collection site.
Owner-Operator Situations
If the DER is also the selected individual, we recommend:
- Having the individual report to the collection site first
- Informing them of the random selection upon arrival
- Immediately proceeding with the collection process
Employee Responsibilities After Notification
Once an employee is notified of a random selection, they must report immediately to the designated collection site.
If an employee is working off-site or on the road, the company’s written testing policy should specify:
- Notification procedures
- Travel expectations
- Restrictions before resuming safety-sensitive duties
Owner-operator policies should also clearly outline reporting procedures for random testing events.
When a Selected Employee Is Unavailable
If an employee cannot complete testing due to a legitimate reason such as extended leave, long-term illness, or other documented absence, the reason should be documented appropriately. You may then submit a “Request an Alternate to be Tested” form or conduct an additional selection during the next testing cycle.
Employees on Scheduled Days Off
- If an employee has not yet been notified and is off duty, testing may occur during their next shift
- If the employee has already been notified, they must still report immediately for testing, even if they are off work that day
Send Proof of Collection
For the tests listed below, please email a copy of the CCF to consortium@teamcme.com
- Random
- Reasonable Suspicion
- Post-accident
- Return to duty
- Follow-up
- Breath Alcohol
Financial Obligation
All consortium fees are added to the lab account invoices. Members are financially responsible for all testing performed using their TeamCME account codes.
Monthly Invoicing
Invoices are typically:
- Generated monthly
- Sent through QuickBooks
- Based on testing activity from the previous month
Payments may be submitted using the payment link included in the invoice email. If payment is not received before the due date, TeamCME may process payment using the card on file when applicable.
Delinquent Account Policies
Accounts more than 60 days past due may be subject to:
- Immediate lab account deactivation
- Suspension of result reporting
- Suspension of supply shipments
- Assessment of late fees
Late fees may continue to accrue until the outstanding balance is paid in full.
All past-due balances must be resolved before services can be reactivated.
Frequently Asked Questions
When do newly added employees become eligible for random testing?
Newly added employees are generally included in the next quarterly random selection cycle.
Who should be listed as the DER?
The DER should usually be someone who is not subject to random testing. The main exception is an owner-operator, where the owner may also be the DER.
Who is the official C/TPA?
TeamCME is the official C/TPA for companies enrolled through the TeamCME consortium program.
Do I need to send proof of collection?
Yes. For random, reasonable suspicion, post-accident, return-to-duty, follow-up, and breath alcohol tests, email a copy of the CCF or proof of collection to consortium@teamcme.com.
Who pays for consortium and testing fees?
The TeamCME member is financially responsible for consortium fees and testing performed using their TeamCME account codes.