New Hire DOT Physical Process Charlotte NC | Pre-Employment Medical Exam Guide

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

New Hire DOT Physical Charlotte Map