Students arrive from many schools, and each school tracks requirements its own way: a different vendor, a spreadsheet, a folder of PDFs. Your team ends up checking the same items again for every cohort. When your affiliated schools use one portal, you get the same verified records, in the same format, every time.
What goes wrong today
- Format chaos. Each school’s system exports a different report, so verification is manual by default.
- Trust gaps. A checkmark from an unfamiliar platform doesn’t show who checked a document or against which rule, so careful coordinators re-check everything.
- Expiration blindness. A student cleared on day one can have a TB screening or N95 fit test expire mid-rotation. A point-in-time clearance misses it; tracked expirations don’t.
- Last-minute placements. A student added on Thursday for a Monday start needs verified records fast. Review within 24 hours handles that.
The same verified records from every school
- Immunizations and titers, tracked by date, with a titer accepted where your rules allow one.
- TB screening, set to the test your site accepts and tracked to its renewal.
- CPR / BLS, tracked to its expiration.
- Background check, name-based, shared with the school.
- Drug screen, with MRO-reviewed results from Quest Diagnostics labs.
- N95 fit test, with the annual renewal tracked.
- Your site-specific forms, added to each school’s requirement list.
Every upload is reviewed within 24 hours, and a rejected upload comes back with a note that says exactly what to fix, so problems are solved before students reach your floors.
Read-only access for your site
- A secure link, not email attachments. The school picks the students and the records you require and sends your coordinator a secure link.
- Read-only. Your team views the records. Nothing to install.
- Controlled. Each link has an access code, expires in 30 days, shows when it was opened, and can be revoked.
Expiring items flagged before rotation starts
- Dates come from the document. Each expiration is read from the date on the document itself.
- Rotation check. The school’s dashboard shows anyone not cleared for an assigned rotation, and everyone expiring in the next 30 days. Schools can also block placing a student who is not cleared.
- Reminders. Students get email and text reminders 30, 14 and 7 days before a document expires.
No cost to your site
Schools pay for the portal. There is no cost to the clinical site. You share your requirements, point your affiliated schools to the portal, and we set each school’s requirement list to match your site’s rules. A school’s portal is live within 24–48 hours of sending us its requirement list.
How it works
- Send us your requirements for incoming students, including your own forms.
- Point your affiliated schools to the portal. Each school’s requirement list is set to match your rules.
- Before each rotation, the school sends you a secure link to its students’ verified records.
Start with one school and one term
Pick the affiliated school that causes your team the most verification work. Have it run one cohort through the portal, and compare your coordinators’ time against your current process. There is no long-term contract.
Get a free clinical-site view. Talk with us.
A 30-minute Zoom with Josh Smith. We’ll walk through your requirements and show what your team would see for an incoming cohort. We’ll email you to set a time.
We reply by email to set up the Zoom: josh.smith@drugfreeschools.net. Your information is never sold or shared.
See the director dashboard (3:06)
Recorded in the live portal: the rotation check dashboard, document review, requirement rules, clinical sites and rotations, and secure links for sending records to a site.
Loads from YouTube only when you press play. Watch on YouTube · Get a demo login
Frequently asked questions
Does this cost our hospital or clinic anything?
No. Schools pay for the portal. There is no cost to the clinical site.
How does our team see student records?
Read-only, through a secure link the school sends your coordinator with exactly the records you require. Each link has an access code, expires in 30 days, shows when it was opened, and can be revoked.
Can we add our own site-specific forms?
Yes. Your site-specific forms are added to each school’s requirement list, next to immunizations, titers, TB, CPR/BLS, the background check, the drug screen and the N95 fit test.
How are expiring items caught before a rotation?
Expiration dates come from the date on each document. The school’s rotation check shows anyone not cleared for an assigned rotation and everyone expiring in the next 30 days, and students get email and text reminders 30, 14 and 7 days before a document expires.
Who reviews the documents?
Every upload is reviewed within 24 hours, and a rejected upload comes back with a note that says exactly what to fix.
Do you take fingerprints?
No. Our background checks are name-based. If your site requires fingerprints, students get them through a fingerprinting provider such as Fieldprint or IdentoGO, or their local police department.
What happens on the 30-minute Zoom?
We walk through your requirements for incoming students, show what your team would see for a cohort, and talk through pointing your affiliated schools to the portal. It is a Zoom meeting, not a phone call.
Quest Diagnostics, Fieldprint and IdentoGO are trademarks of their respective owners. Drug Free Schools is not affiliated with, sponsored by, or endorsed by these companies. Nothing on this page is legal or medical advice.