The Federal Motor Carrier Safety Administration (FMCSA) has implemented significant updates to the process for Department of Transportation (DOT) physical exams, effective June 23, 2025. These changes aim to streamline the system and enhance efficiency in maintaining medical certification records for commercial driver’s license (CDL) holders and commercial learner’s permit (CLP) applicants. Below is an overview of the key changes and what they mean for drivers, medical examiners, state driver licensing agencies (SDLAs), and motor carriers.
Key Changes Effective June 23, 2025
Electronic Transmission of Examination Results
- The FMCSA will now automatically forward the outcomes of DOT physical exams directly from the National Registry to the SDLAs. This includes cases where drivers are deemed medically qualified, unqualified, or if the exam is voided.
Electronic Transmission of Medical Variance Information
- Variance data, such as medical exemptions and Skill Performance Evaluation (SPE) certificates, will also be transmitted electronically by the FMCSA to the SDLAs, ensuring accurate and timely updates.
Posting Examination Results on CDLIS MVR
- Examination results and any applicable restrictions will be integrated into the CDLIS (Commercial Driver’s License Information System) Motor Vehicle Record (MVR) by SDLAs, utilizing the information received electronically from the FMCSA.
Elimination of Paper Certificates
- Medical examiners are no longer required to provide CLP applicants or CDL holders with the original/paper Medical Examiner’s Certificate (Form MCSA-5876).
- CLP applicants and CDL holders no longer need to manually submit paper certificates to their SDLAs.
Changes for Motor Carriers
- Motor carriers are no longer required to confirm the authenticity of Medical Examiner’s Certificates by checking if they were issued by certified examiners listed on the National Registry.
- Paper certificates are no longer acceptable as proof of medical certification. Motor carriers must rely on the CDLIS MVR provided by the licensing state.
- Carriers must verify and document in the driver qualification file that their drivers have valid medical examiner’s certificates and any necessary medical variances before allowing operation of commercial motor vehicles (CMVs).
Early Implementation by States
While the compliance date for these updates is June 23, 2025, the FMCSA allows states to adopt the new system earlier if they are ready. In states that implement the National Registry II (NRII) before this date, medical certification information for CLP applicants and CDL holders will already be transmitted electronically from the National Registry to the SDLA. As a result:
- Drivers in these states may no longer need to use the original/paper Medical Examiner’s Certificate, Form MCSA-5876, as proof of medical certification.
- Medical examiners will not be required to issue paper certificates to drivers in states where NRII is active.
If your state has not yet implemented NRII, the current process of issuing and submitting paper Medical Examiner’s Certificates remains in place. As of June 4, 2025, the following states have adopted NRII:
Alabama, Arkansas, Colorado, Delaware, Hawaii, Idaho, Indiana, Kansas, Maryland, Massachusetts, Minnesota, Missouri, Nebraska, New Mexico, North Dakota, Oregon, Pennsylvania, Rhode Island, South Carolina, Texas, Utah, Virginia, West Virginia, and Wisconsin.
What These Changes Mean for You
For Drivers (CLP Applicants and CDL Holders):
- Paper certificates are a thing of the past. The new electronic system will handle submissions and simplify the overall process, reducing administrative effort.
For Medical Examiners:
- Issuing paper certificates is no longer necessary. All relevant information will be transmitted directly to SDLAs through the FMCSA.
For SDLAs:
- The new process ensures better accuracy and reduces manual data handling by using direct electronic communications with the FMCSA.
For Motor Carriers:
- Adapt your procedures to verify medical certifications through the CDLIS MVR. Update your compliance protocols and driver qualification files to align with the new system.
Conclusion
These updates represent a transformative shift in the management of DOT physical exam results and medical certifications. By moving to an electronic system, the FMCSA aims to make the process more secure and efficient for all involved. Drivers, medical examiners, SDLAs, and motor carriers should adjust to these changes to remain compliant and benefit from the improved system.
For more detailed information, you can access the official FMCSA Driver Fact Sheet here.
