Paper Medical Examiner’s Certificate Returns as FMCSA Faces Delays
The Federal Motor Carrier Safety Administration (FMCSA) has issued a temporary waiver allowing drivers to use paper medical examiner’s certificates through October 15, 2025.
This waiver addresses delays with the new digital medical certification process tied to the Medical Examiner’s Certification Integration (NRII) rule. As of the effective date in July 2025, only 38 states continue to fully implement the final rule.
What Is Changing with Paper Medical Examiner’s Certificates?
Under current rules, certified medical examiners must submit exam results to FMCSA’s National Registry. From there, the FMCSA system is supposed to share the certification with state driver licensing agencies. This allows the medical certification status to update on a driver’s commercial driver’s license (CDL) or commercial learner’s permit (CLP) record.
The NRII system was created to reduce paperwork and improve efficiency between medical examiners, state agencies, and the FMCSA. The goal is to fully transition away from paper MECs. But due to ongoing issues, the FMCSA is now allowing the temporary use of paper medical certificates.
Why the Waiver Was Issued for Certified Medical Examiners
FMCSA says drivers are facing problems when electronic exam results don’t make it to state agencies on time. Even if a driver is medically qualified, they may show as uncertified in the system. This can lead to enforcement actions or being placed out of service.
To fix this, FMCSA is now letting drivers carry and submit a paper copy of their medical examiner’s certificate MEC (Form MCSA-5876). The note from FMCSA encourages drivers to provide this copy to their motor carrier and to their state licensing agency to make sure the certification is recorded correctly.
Who Does This Affect?
This waiver affects commercial drivers who are medically certified by a certified medical examiner listed in the national registry. This includes those holding a commercial driver’s license CDL, a commercial learner’s permit, or operating any commercial vehicle that requires medical certification.
Motor carriers also play a role. They must retain copies of the medical examiner’s certificate for each driver and verify that the medical certification status is current. In many cases, states continue to rely on paper documents during this transition.
What You Should Do Regarding Your Medical Examiner’s Certificate
Until the system is fully functional, drivers should:
- Ask for a paper copy of their medical examiner’s certificate after each DOT physical.
- Give a copy to their employer (the motor carriers) immediately.
- Send a copy to their state licensing agency if it doesn’t show up on their driving record.
Medical examiners are still required to submit electronic results within a set calendar day deadline, even with this waiver. But keeping a paper version is a good backup during this transition.
How Long Does the Waiver Last
The temporary waiver lasts through October 15, 2025, giving the FMCSA time to complete the system rollout. The agency also states that it may end the waiver early if it finds the process is negatively impacting safety. Drivers and carriers should stay alert for updates or new guidance.
Looking ahead
FMCSA remains committed to the full implementation of the medical examiner’s certification integration system. Once complete, the digital process is expected to improve speed, reduce mistakes, and better track driver health records. But during the transition, the FMCSA is allowing flexibility to protect drivers and employers from unfair penalties.
Final Thoughts
If you’re a commercial driver, hold onto that paper medical examiner’s certificate after your next physical. Even if your exam results were submitted electronically, it’s smart to keep a paper copy as proof. The same goes for motor carriers, who need to confirm that all driver records are valid and complete.
This temporary return to paper MECs is a practical solution while FMCSA fixes its system. Keeping both digital and paper records on hand could save you from delays, violations, or downtime.
Read More: The NRII Final Rule
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