Inclement Weather & Safety Policy
A legal disclaimer
Effective Date: [06/21/2026]
Last Updated: [06/21/2026]
1. Purpose
This Inclement Weather and Safety Policy establishes the standards and procedures followed by Battle Tested Specimen Collections when weather conditions, natural disasters, public safety emergencies, or other hazardous conditions affect the ability to safely perform mobile drug screen and specimen collection services. The safety of our Collector, clients, donors, and the general public is our highest priority. No collection appointment is worth risking the safety of any individual. This policy applies to all mobile collection services performed by Battle Tested Specimen Collections throughout our service area in King County and South King County, Washington.
2. Scope of Safety Conditions
This policy applies to but is not limited to the following conditions:
Weather Related:
— Heavy snow or ice on roadways
— Freezing rain or black ice conditions
— Dense fog reducing visibility below safe driving thresholds
— High wind events causing unsafe driving conditions
— Flooding or road closures due to rain or storm surge
— Extreme heat events posing health risks to the Collector or donors
Natural Disasters & Emergencies:
— Earthquakes and aftershocks
— Wildfires or hazardous air quality (AQI above 150 — Unhealthy)
— Active volcanic activity affecting the region
— Power outages affecting collection facilities or the Collector's ability to operate
Public Safety Emergencies:
— Active civil unrest or public safety incidents in the collection area
— Government-issued emergency declarations affecting travel or public gatherings
— Public health emergencies requiring social distancing or facility closures
— Active law enforcement incidents at or near the collection location
Collection Location Safety:
— Collection location does not meet basic safety standards for the Collector
— Hostile, threatening, or unsafe behavior by any person at the collection location
— Unsafe structural conditions at the collection facility
— Lack of required private restroom facilities for urine collections
3. Collector Safety Authority
The Collector has the sole authority to determine whether conditions are safe enough to perform a collection. This determination is made at the Collector's professional discretion based on direct assessment of conditions. No employer, client, or third party may require the Collector to perform a collection under conditions the Collector has determined to be unsafe. The safety of the Collector is non-negotiable and supersedes all scheduling commitments.
4. Weather-Related Cancellation Protocol
When weather conditions are determined to be unsafe for mobile collection services the following protocol applies:
Step 1 — Monitor Conditions
The Collector monitors weather forecasts and road conditions using:
— Washington State Department of Transportation (WSDOT) road conditions at wsdot.wa.gov/travel
— National Weather Service Seattle at weather.gov/seattle
— King County Metro Transit alerts
— Local news and emergency management notifications
Step 2 — Make a Safety Determination
The Collector assesses whether conditions are safe for mobile operations. Factors considered include:
— Current and forecast road conditions in the service area
— Visibility conditions
— Risk to the Collector's vehicle and personal safety
— Risk to donors traveling to or from the collection location
Step 3 — Notify Clients
If the Collector determines that conditions are unsafe all scheduled clients are notified as soon as possible and no later than:
— 2 hours before the scheduled appointment for same-day weather events
— The evening before for forecast weather events predicted to affect the following dayNotification is provided by phone call and email to all affected clients.
Step 4 — Reschedule
All appointments cancelled due to weather or safety conditions are rescheduled at no additional charge to the client. The Collector works with each client to find the earliest available appointment once conditions are safe.
Step 5 — Document
The weather event, the safety determination, all client notifications, and rescheduling arrangements are documented and retained in business records.
5. Fee Waiver for Weather Cancellations
When Battle Tested Specimen Collections cancels an appointment due to inclement weather or safety conditions:
— No cancellation fees are charged to the client
— No travel fees are charged if the Collector has not yet departed
— If the Collector has already departed and must turn back due to sudden unsafe conditions a partial travel fee may apply at the Collector's discretion based on distance already traveled
— All payment authorizations are released promptly for cancelled appointments
— Rescheduled appointments are honored at the original service price with no additional fees
6. Client-Side Weather Cancellations
If a client or donor needs to cancel an appointment due to weather or safety conditions on their end:
— Clients are encouraged to contact us as soon as possible at (206) 939-0335 or info@battletestedwa.com
— Weather-related cancellations made with reasonable notice will be treated with flexibility
— The standard cancellation policy applies however fees may be waived at the Collector's discretion for genuine weather-related cancellations
— The Collector will work with clients to reschedule as quickly as possible once conditions improve
7. Collection Location Safety Standards
Battle Tested Specimen Collections reserves the right to refuse or terminate a collection if the collection location does not meet basic safety standards. Unsafe conditions at a collection location include but are not limited to:
Physical Safety:
— No accessible, private restroom available for urine collections
— Structural hazards such as unstable floors, ceilings, or walls
— Inadequate lighting making safe specimen handling impossible
— Extreme temperatures making the collection environment unsafe for the Collector or donor
— Biohazard conditions beyond normal collection environment standards
Personal Safety:
— Threatening, aggressive, or hostile behavior by any person at the location
— Active altercation or physical confrontation at or near the collection site
— Presence of weapons or other safety threats
— Any condition causing the Collector to feel unsafe
If the Collector determines a collection location is unsafe the collection will not proceed. The client will be notified immediately and offered an alternative arrangement. A location safety refusal does not constitute a cancellation by the client and standard cancellation fees do not apply.
8. Personal Safety Protocol
The Collector's personal safety is paramount in all collection situations. The following personal safety protocols are observed at all times:
8.1 Pre-Visit Assessment
Before traveling to any collection location the Collector reviews:
— The address and surrounding area
— Any prior concerns or notes associated with the client or location
— Current safety conditions in the area
8.2 Communication Protocol
The Collector maintains communication availability during all mobile collections:
— A charged mobile phone is carried at all times during collection activities
— The Collector checks in upon arrival and departure from collection locations for high-risk situations
— Emergency contacts are maintained and accessible
8.3 Right to Leave
The Collector reserves the absolute right to leave any collection location immediately if a safety concern arises without warning, explanation, or obligation to complete the collection. The Collector's safety judgment is final and cannot be overridden by any client, donor, or third party.
8.4 Incident Reporting
Any safety incident — including threatening behavior, physical confrontation, or emergency situations — is documented immediately after the Collector reaches safety and reported to appropriate authorities if warranted. Battle Tested Specimen Collections maintains records of all safety incidents.
9. Public Health Emergency Protocol
In the event of a public health emergency such as a pandemic, disease outbreak, or government-issued health emergency declaration Battle Tested Specimen Collections follows this protocol:
9.1 PPE Requirements
During public health emergencies the Collector may implement enhanced personal protective equipment (PPE) requirements including:
— Surgical or N95 masks
— Face shields or eye protection
— Enhanced glove protocols
— Disposable gown or protective covering
9.2 Enhanced Sanitation
During public health emergencies enhanced sanitation protocols are implemented including:
— Hand sanitizer use before and after each collection
— Disinfection of collection equipment between each use
— Single-use collection supplies only
— No reuse of any item that has contacted a donor
9.3 Social Distancing
Where collection protocols permit appropriate social distancing measures are maintained. Where close contact is required for collection procedures PPE is used to minimize risk.
9.4 Government Compliance
Battle Tested Specimen Collections complies with all applicable federal, state, and local government orders, mandates, and guidelines during public health emergencies. Essential drug testing services — particularly DOT-mandated testing — will continue to be provided to the greatest extent safely possible in compliance with applicable orders.
10. Hazardous Air Quality Protocol
The Pacific Northwest is subject to seasonal wildfire smoke events that can create hazardous air quality conditions. Battle Tested Specimen Collections follows this protocol for air quality events:
Air Quality Index (AQI)/Protocol
0 – 100 (Good to Moderate)
Normal operations
101 – 150 (Unhealthy for Sensitive Groups)
Monitor conditions — operations continue with caution
151 – 200 (Unhealthy)
Enhanced PPE required — N95 mask for all outdoor activity — consider rescheduling
201 – 300 (Very Unhealthy)
Non-essential outdoor collection activity suspended — indoor collections evaluated case by case
301+ (Hazardous)
All mobile collection services suspended until AQI returns to Unhealthy or below
Current AQI conditions are monitored at airnow.gov and the Washington State Department of Ecology air quality monitoring system.
11. Emergency Contact Information
In the event of an emergency during a collection appointment:
Emergency Services: 911
Washington State Patrol: *SP (*77) from a mobile phone
WSDOT Road Conditions: 511 or wsdot.wa.gov/travel
NWS Seattle Weather: weather.gov/seattle
Washington Emergency Management: mil.wa.gov/emergency-management-division
King County Emergency Management: kingcounty.gov/depts/emergency-management
AirNow Air Quality: airnow.gov
Battle Tested Specimen Collections:
📞 (206) 939-0335
📧 info@battletestedwa.com
12. Client Notification Methods
Battle Tested Specimen Collections notifies clients of weather or safety-related cancellations through the following channels in order of priority:
Phone call — primary notification method
Email — secondary notification to info@battletestedwa.com registered address
Text message — if phone call is not answered
Wix booking system notification — automated cancellation notice
Clients are encouraged to ensure their contact information in our booking system is current so they can be reached quickly in the event of a cancellation.
13. DOT Collection Considerations
DOT-mandated drug testing — including post-accident and reasonable suspicion testing — is subject to strict timing requirements under 49 CFR Part 40. Battle Tested Specimen Collections recognizes that some DOT collections are time-sensitive and makes every reasonable effort to complete these collections even in adverse conditions. However:
— The Collector's safety judgment is final even for DOT collections
— If a DOT collection cannot be completed due to safety conditions the Collector documents the circumstances thoroughly on the CCF and notifies the employer immediately
— Employers are advised to have a backup collection site or plan for time-sensitive DOT collections in the event of weather or safety emergencies
— Battle Tested Specimen Collections is not liable for DOT compliance failures caused by safety-related cancellations
14. Record Retention
All weather and safety-related cancellations, incident reports, and communications are documented and retained for a minimum of 2 years. Records include:
— Date and nature of the safety condition
— The Collector's safety determination and rationale
— All client notifications and their timestamps
— Rescheduling arrangements
— Any incidents that occurred
15. Policy Review
This policy is reviewed annually and updated as needed to reflect changes in our service area, operating conditions, or applicable regulations. The most current version is available at www.battletestedwa.com.
16. Contact Us
For questions about this policy or to report a safety concern please contact us:
Battle Tested Specimen Collections
DBA of Battle Tested LLC
14900 Interurban Ave. S
Suite 271 #10005
Tukwila, WA 98168
📞 (206) 939-0335
📧 info@battletestedwa.com
🌐 www.battletestedwa.com
Veteran Owned & Operated | King County & South King County, Washington