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Upcoming Changes to the DOT Medical Certification Process

April 4, 2025

What Drivers and Motor Carriers Need to Know

Effective June 23, 2025, the Federal Motor Carrier Safety Administration (FMCSA) will implement a series of regulatory changes that modernize the process for certifying the medical fitness of commercial motor vehicle (CMV) drivers. These changes aim to enhance the efficiency, accuracy, and security of medical certification data while reducing the administrative burden on drivers and carriers. At the core of this transformation is the shift from paper-based certification to a centralized electronic reporting system.


FMCSA’s authority to implement these changes is rooted in 49 U.S.C. § 31133(a)(8) and § 31149(c)(1)(E). These statutes empower the agency to prescribe recordkeeping and reporting requirements, mandate electronic transmission of medical data, and implement rules that promote the health and safety of drivers operating CMVs in interstate commerce.


Although the Medical Examiner’s Certification Integration final rule was originally scheduled for implementation in 2021, the compliance deadline was extended to June 23, 2025. This gave the industry additional time to adjust systems and processes to accommodate these changes.


One of the most significant changes involves the elimination of paper Medical Examiner’s Certificates (Form MCSA-5876) as official proof of medical qualification for drivers who hold a Commercial Learner’s Permit (CLP) or Commercial Driver’s License (CDL). Historically, drivers were required to carry the original signed certificate and submit it to the State Driver Licensing Agencies (SDLAs) to update their CDLs (Commercial Driver’s License Information System) record.


Beginning June 23, 2025, that process will change. The Medical Examiner’s Certificate for CLP/CDL holders will be electronically transmitted by the ME through the National Registry to the SDLA. The SDLA will then update the driver’s CDLIS record accordingly. This electronically submitted data will become the only official record of the driver’s medical certification.


Drivers who request a paper copy may still receive one, but it will no longer be considered valid proof of certification for CLP/CDL holders. The only recognized verification will be the electronic record in the CDLIS.


Non-CDL drivers, however, are not affected by this shift. Medical Examiners will continue to provide them with the original paper Medical Examiner’s Certificate as their official documentation of medical fitness.


Reporting Requirements for Medical Examiners

Previously, Medical Examiners were required to report examination outcomes to FMCSA on a monthly basis. Under the new rule, MEs must report results by midnight of the next calendar day following each exam. This includes cases where a driver is found not medically qualified to operate a CMV.


To facilitate this change, MEs must now use FMCSA’s standard forms without alteration:


- Medical Examination Report Form (MCSA-5875)


- Medical Examiner’s Certificate (MCSA-5876)


- CMV Driver Medical Examination Results Form (MCSA-5850) — submitted electronically via the National Registry portal.


MEs who fail to comply with these form requirements or who do not report examination results in a timely manner may be subject to removal from the National Registry. The only minor modifications permitted include printing in black and white, resizing, and adding barcodes for internal office use—as long as the content remains legible and unchanged.

Additionally, if no exams are conducted in a calendar month, MEs must log in to their National Registry account and file a “No Exams” report by the last day of that month.


Accurate and complete demographic information is essential for the successful transmission of certification records. The ME is responsible for ensuring that the driver’s full name, date of birth, license number, and licensing state are recorded correctly. Inaccuracies will cause the National Registry system to reject the transmission, delaying the certification process. In some cases, drivers may need to return to the ME’s office to correct errors.

To mitigate these risks, FMCSA recommends that Medical Examiners retain a copy of each driver’s license to verify identifying details prior to submission.


For Drivers

For CLP/CDL drivers, the new system offers a more efficient way to ensure their medical certification status is current and accessible. However, it also means that drivers will need to schedule exams well in advance of their certificate’s expiration, as it may take three or more business days for the certification to be reflected in their CDLIS record.

Drivers must also be diligent about providing correct and up-to-date personal information. Even small errors could prevent certification data from being posted, potentially putting the driver at risk of being considered non-compliant.

For non-CDL drivers, the process remains largely unchanged. They will continue to receive and use the paper Medical Examiner’s Certificate as their valid proof of medical qualification.


For Motor Carriers

Motor carriers will no longer need to collect or maintain a paper copy of the Medical Examiner’s Certificate for CLP/CDL holders. Instead, they must check the driver’s MVR from the SDLA to confirm medical certification status.

This represents a shift in compliance procedures. Carriers will need to establish protocols for regularly verifying MVRs, especially during the hiring process and at the time of certificate renewal. If a driver’s certification has not been updated due to data errors or reporting delays, it could affect the carrier’s compliance standing and prevent the driver from operating a CMV.

For non-CDL drivers, the carrier must still verify that the Medical Examiner is certified and listed on the National Registry, and that the Medical Examiner’s Certificate is properly signed.


Read Final Rule here

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