DOT Driver Exam Requirements - FMCSA

The U.S. Department of Transportation's Federal Motor Carrier Safety Administration (FMCSA) has a program that will certify medical examiners to be listed on the National Registry of Certified Medical Examiners (National Registry). DOT medical certificates are valid only if issued through medical examiners listed on this National Registry. Regulations do not apply to intrastate drivers.

Net Health Employee Health and Occupational Medicine will now maintain each Provider's National Registry ID and their Certificate Expiration Date.

DOT Exam results may be entered through the DOT Exam Results button located on the Physician's Report Forms window. The Enter DOT Exam window will collect all of the necessary information. The Surveillance and Compliance report has a button called DOT Examinations. This button will display the [DOT Examinations Activity Report] window where users may generate the results by Company or by Provider. It may be formatted in print as well as a CSV file.

Physicians may report this information via a website where they can manually enter all information on a MSCA5850 form. FMCSA also has an automated upload available as described below.

Collect Provider Information:

 

CDL information on Patient Entry:

The CDL / CLP field is a dropdown that contains entries for CDL Holder, CDL Applicant, CLP Holder, CLP Applicant.

Enter data into the DOT form:

Log the patient visit and select the Forms button.

The Physician's Report Forms window will display.

Select the DOT Exam Results button at the bottom of the window to display the DOT entry form.

DOT Exam tab.

In order to submit DOT Examination Electronically through Net Health Employee Health and Occupational Medicine, Medical Examiner's must register through the FMCSA website to become a certified Medical Examiner, register a Login.gov account, and select Net Health Employee Health and Occupational Medicine as their submission application.

The following URL from FMCSA contains links, instructions and videos for these processes, and is a great resource to guide you through registration: https://www.fmcsa.dot.gov/regulations/national-registry/national-registry-certified-medical-examiners

Below are the steps needed to become certified and register for electronic DOT submissions:

  1. Become Certified. Navigate to the National Registry of Certified Medical Examiners Registration page here, and follow the instructions to become certified as a Medical Examiner. This is a prerequisite for creating a valid login.gov account.
  2. Create a Login.gov account. Click here to view a resource page that provides step-by-step instructions, an instructional video, FAQs and more to assist with creating an account with login.gov. This will require your National Registry Number from Step 1.

  3. Select Net Health Employee Health and Occupational Medicine as the third-party application you will be using for submission. Log on to your login.gov account, and navigate to the "Third-Party Association" tab. Within the drop-down, select "Net Health," and click submit.

  4. Send computer IP addresses to Net Health. In order to submit DOT exams directly through Net Health Employee Health and Occupational Medicine, Net Health needs to whitelist the IP addresses of all machines that will send DOT submissions. You can gather this public IP address by navigating to https://www.whatismyip.com/ on each machine. Email the list to Client Services at ehoccmed-support@nethealth.com. If you are using Citrix to access Net Health Employee Health and Occupational Medicine, you will need to submit the IP addresses of the Citrix servers.

    Enter required information in the Interop Parameters tab. This tab can be found in Net Health Employee Health and Occupational Medicine by navigating to Setup/Admin, clicking on Admin/Security, and then clicking on the Interop Parameters button. Within this tab, complete the following:
    1. Click the "Enable Electronic Submission of DOT Exams to FMCSA" checkbox

    2. URL Field: https://fmcsa.agilityehr.com/FMCSA/FMCSAService.asmx

    3. Username: FMCSAUser

    4. Password: For security purposes, contact Client Services at ehoccmed-support@nethealth.com to receive the password.

The Driver and the Provider Details listed at the top of the window is pre-populated with the patient and provider information from this Visit.

Exam Date: Enter the Exam date, a calendar look-up is provided. This will default to the Visit Date. This date is required and cannot be blank.

Expiration Date: Enter the expiration date of the certificate, a calendar look-up is provided. Users may enter a new date or make changes to the existing one which will then also change the value of this field in the Patient Demographics record.

Date of Determination:This date will default to the Exam Date (when empty) and may be edited, but the date cannot earlier than the Exam Date.

CDL/CLP: The CDL / CLP field is a dropdown that contains entries for CDL Holder, CDL Applicant, CLP Holder, CLP Applicant. This field may be pre-populated from Patient Demographics for new or existing records. Users may make changes which will then also change the value of this field in the Patient Demographics record. This field is required to save the DOT Exam form information.

Intrastate checkbox: Check this box to indicate that the exam applies to only Intrastate Licensing exams. This field may be pre-populated from Patient Demographics. Users may make changes which will then also change the value of this field in the Patient Demographics record. This field is required to save the DOT Exam form information.

Exam Results: Enter the exam results from the dropdown menu and check each condition that applies. If the Accompanied by a Waiver / Exemption is checked, users must select any of the waiver checkboxes that apply. If the Other waiver checkbox is selected, users may enter an explanation. If "Medically Qualified" is selected, users must enter an Expiration Date.

Submit Electronically: This button electronically send DOT medical exam results when the provider selects the Submit Electronically button after recording the DOT Exam results in the Enter DOT Exam Information window. The Submit Electronically button is only visible if the Interop Parameter for the DOT Exam Submission is enabled and if the DOT Exam has not been previously submitted. This includes both electronically submitted or manually submitted (as noted by the user on the AUDIT tab).

Prior to sending the data electronically, the system will perform the following validations to ensure that the information conforms to FMCSA specifications within Net Health Employee Health and Occupational Medicine If the data is error-free, the system will save the record prior to submission:

  • Employe's Driver License Number cannot be the same as Provider's (Medical Examiner's) Medical License Number
  • Employee's License State is required and cannot be blank
  • CDL Indicator is required and value should be Y or N
  • Exam Result is required. If examination is performed in accordance with State Variances, the value must be MQ or MU. If the examination is performed in accordance with Federal Regulations, the value must be MQ or MU or DP or IE
  • Exam Date cannot be greater than today's date
  • Driver's DOB must be at least 18 years old
  • If Exam Result is "Medically Qualified", then Certificate Expiration date cannot be blank
  • Medical Certificate Expiration Date cannot be less than exam date or greater than 2 years from the exam date.
  • Date of Determination cannot be before the Exam Date
  • Date of Determination cannot be greater than today's date.
  • Required fields cannot be sent with blank values (Provider 1st Name, Last Name, State License Number, State License held in, Driver 1st Name, Driver last name, driver add 1, driver city, driver state, driver zipcode, driver license number, driver state where license held, DOB, Exam Date)
  • "Grandfathered from State Requirements" can only be "Y" if intrastate only = "Y".
  • If Accompanied Waiver flag = "Y", then the Accompanied Waiver Exempt Type is a required field and cannot be sent with a blank value

Click OK to save the record

Once the record(s) are received, FMSCA will return a response to let the user know if the transaction was accepted or rejected.

  • If it is accepted, the status on the transaction (within Net Health Employee Health and Occupational Medicine) will be set to SUBMITTED . The submission window will then close.
  • If the transaction was rejected, FMSCA will return an error code. The record status will not be updated to SUBMITTED and the error conditions will be logged in the record. The window will not close and the system will open the Audit tab and display in the error messages text box the returned error condition(s), the error code, and the meaning of the error code. The system will also display the message "Submission Errors" in red near the Submit Electronically button.

If the Interop Parameter for E-Submission of DOT Exams is enabled and users try to exit out of the Enter DOT Exam Determination window without submitting the exam, the system will prompt them with a message asking if they would like to submit the data electronically. If the answer is NO, the system will exit the window. If the answer is YES, the submission process will continue as described above.

Audit tab

User ID and Date / Time is recorded when any data in the DOT Entry form is altered.

Electronic Submission Errors:If the transaction was rejected, FMSCA will return an error code. The record status will not be updated to SUBMITTED and the error conditions will be logged in the record. The Audit tab will display in the error messages text box the returned error condition(s), the error code, and the meaning of the error code. The system will also display the message "Submission Errors" in red near the Submit Electronically button.

Manual Submission of DOT Exams: Net Health Employee Health and Occupational Medicine users will need to mark those DOT Exam results as having been manually submitted when the user logs the exam via the FMCSA website. When that checkbox is selected, Net Health Employee Health and Occupational Medicine will capture the user who recorded the exam results which were submitted manually and the date and time that it was done. Net Health Employee Health and Occupational Medicine will refresh the window with the "Recorded By" info and the "Date/Time" recorded.

Once the checkbox is selected, the only users that may uncheck the box are: the provider who performed visit and did the exam, the user who checked the box originally, and any user with a clinic manager role.

When the DOT Exam is marked as having been manually submitted, the Submit Electronically button is disabled.

DOT Examination Activity Report menu button:

 

Providing_Practice_Management_Reporting

DOT Examination Activity Report window:

 

Report example: