How US Gateway Empowers TPAs to Keep Clients DOT Compliant

Maintaining Department of Transportation (DOT) compliance is complex and critical for TPAs handling regulated clients. US Gateway is purpose-built to simplify this challenge, delivering a comprehensive platform that automates and supports every requirement across drug testing, random pools, Clearinghouse, driver files, occupational health—and, importantly, DOT drug and alcohol regulations.

Let’s explore how US Gateway provides TPAs unmatched capabilities to keep clients audit-ready and compliant.

1. 24/7 Online DOT Testing Order Management

US Gateway makes DOT compliance accessible at any time. TPAs and their clients can order drug tests, alcohol tests, and even DOT or non-DOT physicals through the portal. With access to more than 20,000 collection locations nationwide for testing and 3,000 exam clinics, employers can schedule same-day or next-day services. Instant confirmations and email instructions ensure smooth access to physical exams and tests, while the platform provides real-time results and status updates in the cloud-based system.

2. Automated Consortium and Random Pool Administration

DOT-regulated clients must adhere to random selection requirements at specific rates. Managing this manually with spreadsheets invites errors and non-compliance — but US Gateway streamlines everything:

• Clients can manage their own random consortium employee lists—adding or removing employees in real-time
• Quarterly or monthly random selections are automatically conducted based on DOT or client-specific percentages
• Alternate selections and audit-ready documentation are automatically generated
• Reminder notices are sent for pending selections or missed tests

This takes the administrative burden off TPAs, while ensuring 100% compliance.

3. One Dashboard for Orders, Status, and Results

From placing orders to receiving DOT compliance documentation, US Gateway offers seamless tracking:

• When a test is ordered, the platform finds a local collection site; once specimens are collected, labs and Medical Review Officers (MROs) update status
• Clients see live progress—collection, testing, MRO review, final result—along with secure storage of eCCFs and reports
• This allows quick intervention if a test is delayed or rejected

By consolidating data in one portal, TPAs eliminate the need for multiple platforms and reduce delays and blind spots.

4. Built-in Clearinghouse and DQ File Integration

DOT regulations require full compliance with the FMCSA Clearinghouse and driver qualification file (DQ file) maintenance. US Gateway includes both:

• Clearinghouse query tools in-platform save TPAs time and reduce errors
• DQ file modules automatically track documents like medical cards, license expirations, MVRs, and more—complete with reminders and audit trails

Integration between testing, Clearinghouse, and DQ file components ensures TPAs never miss a requirement and audit preparation is painless.

5. Occupational Health as Part of DOT Compliance

Some DOT sectors require more than drug testing—for instance, DOT physical exams, respirator fit tests, TB screening, or immunizations. US Gateway includes an occupational health module that allows:

• Ordering and managing DOT physicals, respirator fit tests, vision and hearing exams, TB tests, vaccination tracking, and more
• Seamless integration of occupational health services into the same system used for drug and alcohol testing

This unified approach ensures TPAs can deliver full DOT compliance solutions without managing disparate systems.

6. DOT Rating Maintenance and Audit Preparedness

DOT compliance isn’t just about passing tests—it’s also about operational readiness:

• US Gateway tracks all testing, physicals, selections, and documentation required by Part 40 and Part 382
• These records are timestamped, stored, and immediately retrievable for audit situations—including Clearinghouse queries, random testing logs, and DQ file evidence

TPAs can confidently assure clients that all DOT obligations are managed, documented, and audit-ready.

7. Centralized Communication via Built-in CRM

Compliance requires communication—test reminders, result notifications, Clearinghouse updates, physical exam alerts, policy renewals, and more. US Gateway’s built-in CRM lets TPAs:

• Automate client contact via templates for random selections, test reminders, compliance notices, and DER actions
• Maintain call, email, and task logs for each client so compliance communications are consistent and traceable

This organized, data-driven approach ensures clients are kept informed and on-track.

8. Financial Automation Tailored to DOT Compliance

Efficient billing is vital in compliance-heavy programs. US Gateway empowers TPAs with:

• Secure payment processing via Authorize.net
• Invoice creation and syncing with QuickBooks Online or POS systems
• Recurring billing options based on test volume, consortium participation, or service types
• Full transparency with itemized receipts and automated alerts for failed payments

This reduces administrative load and guarantees billing accuracy tied directly to services delivered.

9. Firm Support Backing Technology

US Gateway includes a dedicated support team proficient in DOT regulation:

• Specialists manage account setup—labs, MROs, Clearinghouse, EBT workflows
• Support staff provides ongoing training, compliance updates, and troubleshooting
• Ticketing and coordination across onboarding, product support, and account teams ensure issues are resolved quickly

TPAs gain expert partners ready to support complex DOT compliance scenarios.

US Gateway was built with TPAs and CRAs in mind—especially those serving multi-client, regulated employers. By automating DOT workflows, integrating services, and ensuring audit sustainability, US Gateway transforms compliance from a challenge into a competitive advantage.

DOT compliance remains one of the most demanding areas for TPAs. Missed tests, manual logs, fragmented systems, and inaccurate billing are all too common—and potentially costly. US Gateway removes these pain points by providing a fully integrated solution that covers testing, physicals, random pools, Clearinghouse, DQ files, billing, and support.

If you're a TPA or CRA aiming to deliver fast, accurate, and defensible DOT compliance for your clients, US Gateway is the platform built to help you succeed.