📋 Key Takeaways
- Timeline: Same-day appointments typically available; exam takes 30-45 minutes
- Cost: $70 for DOT physical, $90 for drug test (can be combined in one visit)
- Required before hiring: Query FMCSA Clearinghouse to verify no unresolved drug/alcohol violations
- Driver brings: Valid photo ID, medication list with dosages, glasses/contacts if worn, specialist clearance letters if applicable
- Employer receives: Electronic documentation within 4 hours; FMCSA National Registry submission within 1 hour
What Is a New Hire DOT Physical?
A new hire DOT physical is the pre-employment medical examination required before a driver can operate commercial motor vehicles (CMVs) for your company [1]. Under FMCSA regulations, motor carriers cannot permit a driver to operate a CMV unless that driver has been medically certified by an examiner listed on the National Registry of Certified Medical Examiners [2]. The examination must occur before the driver’s first day behind the wheel, making rapid scheduling essential for Charlotte-area employers.
Charlotte DOT Exam Center offers same-day DOT physical appointments and certification for new hires. Our FMCSA-certified examiners understand that hiring timelines are tight, and we work to get your new drivers on the road quickly.
New Hire DOT Physical Timeline
| Step | Timeline | Responsible Party |
|---|---|---|
| Extend job offer (conditional on DOT physical) | Day 1 | Employer |
| Schedule DOT physical appointment | Day 1-2 | Employer or driver |
| Driver completes DOT physical | Day 2-3 | Driver at Charlotte DOT Exam Center |
| Receive Medical Examiner’s Certificate | Same day as exam | Charlotte DOT Exam Center |
| Complete DOT drug test (if required same day) | Same day as exam | Charlotte DOT Exam Center |
| Add certificate to Driver Qualification File | Before first driving duty | Employer |
| Driver begins operating CMV | After all requirements met | Driver |
Employer Checklist: Before the New Hire DOT Physical
Prepare your new driver for a successful DOT physical:
- ☐ Provide location and contact information for Charlotte DOT Exam Center
- ☐ Give driver list of required items to bring (see below)
- ☐ Inform driver of any company-specific requirements
- ☐ Explain that drug testing may be performed same day
- ☐ Provide MCSA-5875 form for driver to pre-complete medical history section [3]
- ☐ Discuss any known medical conditions that may affect certification
- ☐ Clarify billing arrangements (company pay vs. driver reimbursement)
What New Hires Should Bring to the DOT Physical
Drivers should arrive prepared with:
- Valid Photo ID — Driver’s license or state-issued ID
- Complete Medication List — Names, dosages, prescribing physicians
- Glasses or Contact Lenses — If used for driving
- Hearing Aids — If used
- CPAP Compliance Report — If diagnosed with sleep apnea (90-day usage showing 70%+ compliance)
- Specialist Clearance Letters — For any cardiac history, diabetes, seizures, or other conditions requiring documentation
- Completed MCSA-5875 — Medical history section filled out
Pre-Employment Drug Testing
In addition to the DOT physical, FMCSA requires pre-employment drug testing for all CDL drivers before they perform safety-sensitive functions [4]. Charlotte DOT Exam Center offers DOT drug testing that can be completed the same day as the DOT physical, streamlining your new hire process.
| Test | Required for New Hires? | Cost at Charlotte DOT Exam Center |
|---|---|---|
| DOT Physical Exam | Yes — all CMV drivers | $70 |
| DOT 5-Panel Drug Test | Yes — CDL drivers before driving | $90 |
| DOT Alcohol Test | Not required pre-employment | Available if requested |
What If a New Hire Doesn’t Pass?
Not all new hires pass the DOT physical on the first attempt. Common issues include:
- Elevated Blood Pressure — May result in temporary (3-month) certification pending treatment
- Vision or Hearing Issues — May require corrective devices or exemption application
- Missing Documentation — Sleep apnea compliance reports, diabetes management records
- Undisclosed Conditions — Conditions discovered during examination requiring specialist evaluation
If a new hire doesn’t immediately qualify, our examiners provide specific guidance on what’s needed for certification. Many conditions can be addressed within 2-4 weeks with proper medical management.
Employer Documentation Requirements
After the new hire DOT physical, add these documents to the Driver Qualification File before the driver operates any CMV [5]:
- Medical Examiner’s Certificate (MCSA-5876) — Copy for employer file
- Medical Examination Report (MCSA-5875) — Recommended but not required
- Drug test results — Negative result documented
- Query to FMCSA Drug & Alcohol Clearinghouse — Required before driver operates CMV
Frequently Asked Questions
Can a new hire start working before the DOT physical?
No. Under 49 CFR 391.11, no driver can operate a CMV until they possess a valid Medical Examiner’s Certificate. New hires may perform non-driving duties (paperwork, training, yard work) but cannot drive commercially until medically certified.
How quickly can we get a new hire examined?
Charlotte DOT Exam Center offers same-day and next-day appointments for new hires. Call 704-544-3494 to check availability. Walk-ins are also accepted based on examiner availability.
What if the new hire has a medical certificate from their previous employer?
A valid, unexpired Medical Examiner’s Certificate transfers with the driver. You do not need a new DOT physical if the certificate is current. However, you should verify the certificate with the FMCSA database and ensure it’s from a National Registry examiner.
Do we need to pay for the new hire’s DOT physical?
FMCSA does not require employers to pay for DOT physicals. Payment is negotiated between employer and driver. Many employers pay for physicals as part of onboarding, while others require driver reimbursement. Charlotte DOT Exam Center can bill employers directly with established fleet accounts.
Schedule a New Hire DOT Physical
Charlotte DOT Exam Center
8415 Pineville-Matthews Road, Suite 102
Charlotte, NC 28226
Phone: 704-544-3494
Email: appt@tebbyclinic.com
Hours: Monday-Friday 8:30am-5:00pm, Saturday 8:30am-12:00pm
References
- [1] 49 CFR § 391.41 – Physical qualifications for drivers. eCFR.gov
- [2] FMCSA National Registry of Certified Medical Examiners. nationalregistry.fmcsa.dot.gov
- [3] FMCSA Medical Examination Report Form (MCSA-5875). FMCSA.dot.gov
- [4] 49 CFR § 382.301 – Pre-employment testing. eCFR.gov
- [5] 49 CFR § 391.51 – General requirements for Driver Qualification Files. eCFR.gov
