Clearinghouse Violations: Prevention and Response Playbook

Dispatching a driver with an unresolved Clearinghouse violation costs carriers an average of $11,000 per incident—not including operating authority suspensions, insurance penalties, and litigation exposure. This 44-page playbook provides the complete framework DSC uses to manage 24/7 Clearinghouse monitoring for 950+ carriers with zero prohibited driver dispatches and 100% RTD milestone compliance.

The playbook covers violation prevention through automated monitoring, immediate response protocols when violations occur, and complete RTD coordination that returns drivers to duty without missing federal deadlines.

Use this playbook to implement Clearinghouse compliance programs that save 15+ hours per month in manual query administration while providing absolute certainty that every driver is cleared for dispatch. Includes Excel templates for query tracking, violation response checklists, and RTD milestone calendars.

• Automated query scheduling and consent management: Annual, pre-employment, and reasonable suspicion query workflows with digital consent tracking that eliminates missed deadlines
• Real-time prohibited driver alerts: Instant notifications when drivers become prohibited, automated dispatch blocking, and DER escalation procedures
• Violation reporting within one business day: Employer reporting obligations for positive tests, refusals, and actual knowledge violations with Clearinghouse submission procedures
• RTD milestone tracking and SAP coordination: Complete workflow from violation through SAP evaluation, treatment verification, RTD test, and follow-up plan initiation
• C/TPA designation governance: Consortium/Third-Party Administrator relationships, limited query permissions, and data access controls
• Audit defense and documentation: Query logs, consent records, violation reports, and RTD completion certificates that satisfy FMCSA investigators
• Common violation scenarios and prevention: Case studies covering pre-employment clearance gaps, reasonable suspicion reporting, post-accident procedures, and RTD milestone delays