Selecting the Right Drug and Alcohol Program Management Software: A Guide for C/TPAs

Matt Wrobel Senior Business Development Manager i3screen

As a Consortium/Third-Party Administrator (C/TPA), managing drug and alcohol testing programs means juggling a complex web of compliance requirements, collection site coordination, lab integrations, Medical Review Services, and client communication. Choosing the right software to manage all of this is critical—not only for efficiency but also for client satisfaction and regulatory adherence. Here are key factors every C/TPA should consider when evaluating drug and alcohol program management platforms.

Cloud-Based is a Must

Modern drug and alcohol testing software should be cloud-based. This allows you – and your clients – to securely access the system from anywhere—office, remote, or on-site. Cloud systems offer real-time data, automated backups, and the flexibility to scale as your client base grows. A hosted platform reduces IT overhead and improves reliability, uptime, and speed.

Give Clients the Access They Expect

Today’s employers expect transparency and immediate access to their testing data. A good system should provide customizable client portals where DERs can log in, view results, track program status, and generate reports. Many clients will love a system that can be self-service should they choose. Look for software that offers role-based access, so each user sees only what’s relevant to them. A strong client-facing experience can differentiate you from competitors.

Automate What You Can

Work smarter not harder and efficiency is key in a high-volume environment. Choose a platform that automates key processes such as random selection generation, donor notifications, result reporting, and reminders for follow-up or return-to-duty tests. Automation reduces response and turnaround time, labor costs and manual errors while ensuring compliance.

Integration is Everything

When it comes to software, integration means more than just convenience—it’s about meeting your clients’ growing demand to consolidate systems, become more paperless and reduce manual work.

Connections to industry partners are foundational. Your platform should link directly with multiple laboratories as well as the electronic chain-of-custody platforms to give you the largest toolbox of solutions and collection sites in order to meet any clients needs.

But today’s clients also want technical integrations that bring everything under one roof. Whether it’s background screening platforms like TazWorks or Accio Data, or broader systems like ATS, HRIS, or proprietary employer platforms, your software should be able to connect through APIs. The more your system integrates, the more you become a central hub for compliance, saving clients time and reducing complexity.

Consider the Pace of Development

Technology doesn’t stand still, and neither should your software vendor. Look for a partner that actively develops new features based on user feedback, regulatory changes, and emerging technology. Ask about their product roadmap and their release schedule. A good platform evolves with the industry and the times.

Support Should Be More Than a Ticket System

Software is only as good as the support behind it. It can be very frustrating to have to enter a ticket and wait for a response either to have follow-up questions or only get a partial answer only to have to start over. Choose a vendor that offers live support with knowledgeable staff who understand the nuances of drug and alcohol testing—not just generic software reps. Onboarding, training, and ongoing education should be part of the package. Strong support can save hours when you need help fast.

Data Security Can’t Be an Afterthought

As a C/TPA handling highly sensitive personal and medical data, your software provider must take security seriously. Look for platforms that are SOC 2 Type II certified, which means their data handling practices have been independently audited and meet rigorous standards for security, availability, processing integrity, confidentiality, and privacy.

Final Thoughts

The right program management software should streamline operations, increase compliance confidence, and enhance the client experience. It’s more than just a tool—it’s a core part of how you deliver value as a C/TPA. Choose a platform that not only fits your needs today but can grow with you tomorrow.