Spotlight News

Big changes are here for the medical certification process, and if you’re an owner-operator or fleet owner, now’s the time to get familiar with the new process.

Beginning June 23, 2025, the Federal Motor Carrier Safety Administration (FMCSA) is streamlining the way medical exam results are handled for commercial drivers.

We are continuing to monitor these changes and updated information can be found at the end of this Spotlight.

The goal? Less paperwork, fewer headaches, and a more consistent process for keeping driver records current. But like any change, it’s important to understand how it affects you and your operation.

What’s Changing?

Under the new rule, Certified Medical Examiners (MEs) will be required to electronically submit all DOT medical exam results to both the FMCSA and the State Driver’s Licensing Agencies (SDLAs) by the end of the next day after the exam.

Once that information is received, the FMCSA will automatically forward it to the appropriate state agency. That means:

• Drivers no longer need to manually submit medical cards to the SDLA.
• Motor carriers no longer need to collect a copy of the medical card.
• Driver qualification records will now rely on electronic updates from the National Registry system.

What This Means for You

While this should reduce paperwork in the long run, there are a few things you still need to stay on top of:

• You must notify your carrier or safety department whenever a new Medical Examiner’s Certificate is issued. If they’re not aware of the update, there’s a risk of being placed out of service.
• Delays may occur. It could take 3–5 business days for states to process the electronic submission. If your current card expires during this window, you could be temporarily disqualified from operating a CMV.

How to Stay Compliant with FMCSA Medical Card Rules

To avoid delays and stay on the road, follow these best practices under the new FMCSA medical certification process:

• Verify Your CDL Information
  Double-check that your CDL number and state are accurate during your DOT physical exam. Mismatches can lead to processing delays or disqualification.
  
• Request a Paper Copy
  Even with electronic submissions, always ask for a printed copy of your DOT medical card. It’s a smart backup in case of technical issues or delays.
  
• Renew Early
  Start the renewal process well before your medical card expires. States may take 3–5 business days to process your exam, and any gap could temporarily sideline you.
  

This new process is designed to make compliance easier in the long run, but communication and preparation will be key during the transition. If you have questions, we recommend reviewing the latest guidance at the FMCSA’s National Registry Learning Center.

Update as of July 14th, 2025

The FMCSA has issued a waiver allowing CDL and CLP holders, as well as motor carriers, to continue using paper copies of medical examiner’s certificates for up to 15 days after issuance as proof of medical certification. This waiver is effective through October 12, 2025.

This temporary measure supports the ongoing transition to the electronic Medical Examiner’s Certification Integration (NRII) system, acknowledging possible delays in electronic processing. FMCSA encourages certified medical examiners to continue providing drivers with paper certificates during this period.

For more information, including guidance for operators, carriers, and medical examiners, visit the FMCSA NRII Learning Center and FMCSA’s official website.

Not sure what this means for your operation? Give ES a call at (877) 349-9303 — we’ll walk you through it