Tag: motor carrier compliance

What Are DOT Recordkeeping Requirements?

DOT recordkeeping requirements are the federal mandates that specify which documents motor carriers must maintain, how long they must be retained, and how they must be organized for FMCSA compliance [1]. Proper recordkeeping is essential for passing compliance reviews—incomplete or missing records are among the most common violations discovered during FMCSA audits. Charlotte-area fleet managers must maintain records across multiple categories: driver qualification, drug testing, hours of service, vehicle maintenance, and accidents.

Charlotte DOT Exam Center provides properly formatted medical documentation that meets FMCSA recordkeeping requirements. Every DOT physical includes documentation formatted for easy filing and audit readiness.

Record Retention Periods by Category

Record Category	Retention Period	FMCSA Regulation
Driver Qualification Files	3 years after employment ends	49 CFR 391.51
Medical Examiner’s Certificate	3 years	49 CFR 391.51(b)(7)
Drug Test Results (negative)	1 year	49 CFR 382.401
Drug Test Results (positive/refused)	5 years	49 CFR 382.401
Alcohol Test Results (0.02 or higher)	5 years	49 CFR 382.401
Hours of Service Records	6 months	49 CFR 395.8
Vehicle Inspection Reports	3 months	49 CFR 396.11
Annual Vehicle Inspections	14 months	49 CFR 396.21
Accident Register	3 years	49 CFR 390.15

Driver Qualification File Records

The Driver Qualification (DQ) File must contain specific documents [2]:

• Driver’s Application for Employment — Including 3-year employment history, signed
• Previous Employer Safety Performance History — Drug/alcohol violations, accidents from prior employers
• Motor Vehicle Record (MVR) — Initial and annual inquiries from state DMV
• Road Test Certificate — Or notation that CDL serves as equivalent
• Medical Examiner’s Certificate (MCSA-5876) — Current and previous certificates
• Annual Review of Driving Record — Documented annual review by carrier
• Driver’s Certification of Violations — Annual certification signed by driver

Medical Documentation Requirements

The medical portion of DOT recordkeeping has specific requirements [3]:

Required Documents

• Medical Examiner’s Certificate (MCSA-5876) — Must be current; retain 3 years
• Skill Performance Evaluation (SPE) Certificate — If driver has limb impairment
• Vision Exemption Documentation — If driver has vision waiver
• Diabetes Exemption Forms — MCSA-5870 for insulin-treated drivers

Recommended Documents

• Medical Examination Report (MCSA-5875) — Complete examination record
• Specialist Clearance Letters — Cardiology, endocrinology, sleep medicine
• Previous Medical Certificates — Documentation of certification history

Drug and Alcohol Testing Records

Record Type	Retention Period
Negative drug test results	1 year
Positive drug test results	5 years
Alcohol test results (0.02+)	5 years
Refusal to test documentation	5 years
Random selection records	Indefinitely (good practice)
Consortium agreements	Duration of agreement + 1 year
SAP reports (return-to-duty)	5 years
Follow-up testing schedules	5 years

Electronic vs. Paper Records

FMCSA permits electronic record retention provided certain conditions are met [4]:

• Records must be readily retrievable for inspection
• Electronic signatures must comply with requirements
• Backup systems must prevent loss of records
• Original documents can be destroyed after proper electronic capture
• Records must be printable upon request

Many Charlotte-area fleets maintain hybrid systems: electronic databases for tracking with paper copies of signed documents in physical files.

Common Recordkeeping Violations

Violation	Common Cause	Prevention
Missing medical certificate	Driver never submitted; expired not replaced	Track expiration dates; request copies
No annual MVR inquiry	Overlooked annual requirement	Calendar reminders; annual review process
Incomplete application	Sections skipped; unsigned	Review applications before filing
Missing previous employer info	30-day investigation deadline missed	Track new hire deadlines
Expired drug test records	Records destroyed too early	Follow retention schedule strictly

Charlotte DOT Exam Center Documentation

Every DOT physical examination at our facility includes properly formatted documentation:

• MCSA-5876 (Medical Examiner’s Certificate) — Laminated card + employer copy
• MCSA-5875 (Medical Examination Report) — Complete examination record
• Examiner Credentials — National Registry number for verification
• Electronic Submission Confirmation — Proof of FMCSA registry upload
• Clear Expiration Dates — Easy to track for renewal scheduling

Frequently Asked Questions

Can we keep all records electronically?

Yes, FMCSA allows fully electronic recordkeeping systems provided records are readily accessible, backed up, and printable on demand. Many carriers use fleet management software that integrates document storage with compliance tracking.

What happens if we can’t produce records during an audit?

Missing records are documented as violations during compliance reviews. Each missing document can result in fines up to $16,864. Multiple missing records may result in an Unsatisfactory safety rating and potential out-of-service orders.

How should we organize driver files?

Best practice is alphabetical by driver name with consistent internal organization. Each file should have tabbed sections: application/employment, medical, MVR/driving record, drug testing, training certifications. Maintain a master index of all active and separated drivers.

When can we destroy old records?

Follow the retention periods strictly. Create a records destruction schedule and document what was destroyed and when. Never destroy records that are subject to ongoing investigations or litigation holds.

Get Audit-Ready Documentation

Charlotte DOT Exam Center
8415 Pineville-Matthews Road, Suite 102
Charlotte, NC 28226
Phone: 704-544-3494
Email: appt@tebbyclinic.com

References

• [1] FMCSA. Motor Carrier Safety Regulations. FMCSA.dot.gov
• [2] 49 CFR § 391.51 – General requirements for Driver Qualification Files. eCFR.gov
• [3] 49 CFR Part 391 Subpart E – Physical Qualifications and Examinations. eCFR.gov
• [4] 49 CFR § 390.31 – Electronic documents and signatures. eCFR.gov

DOT Recordkeeping Requirements Fleet Charlotte Map

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What Is Fleet DOT Drug Testing?

Fleet DOT drug testing is the comprehensive drug and alcohol testing program required by FMCSA for all drivers who operate commercial motor vehicles (CMVs) [1]. Under 49 CFR Part 382, motor carriers must conduct six categories of drug testing: pre-employment, random, reasonable suspicion, post-accident, return-to-duty, and follow-up testing [2]. Charlotte DOT Exam Center provides DOT-compliant 5-panel drug testing for Charlotte-area fleet operators.

Failure to maintain a compliant drug testing program can result in FMCSA fines up to $16,864 per violation and potential loss of operating authority [3].

Required DOT Drug Testing Categories

Test Type	When Required	FMCSA Regulation
Pre-Employment	Before driver performs safety-sensitive functions	49 CFR 382.301
Random	Unannounced, throughout the year	49 CFR 382.305
Reasonable Suspicion	When supervisor observes signs of impairment	49 CFR 382.307
Post-Accident	After qualifying accidents	49 CFR 382.303
Return-to-Duty	Before returning to safety-sensitive duties after violation	49 CFR 382.309
Follow-Up	Unannounced tests after return-to-duty	49 CFR 382.311

DOT 5-Panel Drug Test

The DOT drug test is a 5-panel urine test that screens for [4]:

• Marijuana (THC) — Including CBD products with THC
• Cocaine
• Opiates — Including heroin, codeine, morphine
• Amphetamines — Including methamphetamine, MDMA
• Phencyclidine (PCP)

Important: The DOT drug test is separate from the DOT physical urinalysis. The physical exam urine test checks for diabetes and kidney function—it does not screen for drugs.

Random Drug Testing Requirements

FMCSA requires motor carriers to randomly test a minimum percentage of their driver pool each year [5]:

Test Type	Minimum Annual Rate (2024-2025)
Random Drug Testing	50% of average driver pool
Random Alcohol Testing	10% of average driver pool

Small fleets with fewer than 50 drivers typically join a consortium that manages random selection across multiple carriers. This ensures statistical validity while reducing administrative burden.

Post-Accident Drug Testing Requirements

Motor carriers must conduct post-accident drug and alcohol testing when accidents meet FMCSA criteria [6]:

• Fatality — Test required regardless of citation
• Injury requiring medical treatment away from scene — Test if driver received citation
• Vehicle towed from scene — Test if driver received citation

Testing timeline: Drug test within 32 hours; alcohol test within 8 hours. If unable to test within these windows, document the reasons and retain in records.

Drug Testing at Charlotte DOT Exam Center

Service	Cost	Turnaround
DOT 5-Panel Drug Test	$90	Results to MRO within 24-48 hours
Non-DOT Drug Test	$90	Results within 24-48 hours
Breath Alcohol Test	Contact for pricing	Immediate results

We can coordinate DOT drug testing with DOT physical examinations, allowing your drivers to complete both requirements in a single visit.

FMCSA Drug & Alcohol Clearinghouse

Since January 2020, motor carriers must query the FMCSA Drug & Alcohol Clearinghouse before hiring drivers and annually thereafter [7]. The Clearinghouse database contains records of drug and alcohol violations, allowing carriers to verify that prospective drivers are not prohibited from operating CMVs.

Required queries:

• Pre-employment (full query) — Before driver performs safety-sensitive functions
• Annual (limited query) — At least once every 12 months for current drivers

Frequently Asked Questions

Do small fleets need a drug testing program?

Yes. Any motor carrier with even one CDL driver must have a DOT drug and alcohol testing program. Small carriers typically join a consortium that handles random selection and program administration.

What happens if a driver tests positive?

A driver who tests positive must immediately be removed from safety-sensitive duties. The violation is reported to the FMCSA Clearinghouse. The driver cannot return to driving until completing the return-to-duty process, which includes evaluation by a Substance Abuse Professional (SAP) and a negative return-to-duty test.

Can we conduct DOT drug tests and DOT physicals the same day?

Yes. Charlotte DOT Exam Center offers both services. Combining them in a single visit reduces driver downtime and simplifies compliance for fleet managers.

What’s the difference between the DOT physical urine test and the drug test?

The DOT physical urinalysis tests for diabetes indicators (glucose) and kidney function (protein, blood). It does NOT test for drugs. The DOT 5-panel drug test is a separate test specifically screening for prohibited substances.

Schedule Fleet Drug Testing

Charlotte DOT Exam Center
8415 Pineville-Matthews Road, Suite 102
Charlotte, NC 28226
Phone: 704-544-3494
Email: appt@tebbyclinic.com

References

• [1] 49 CFR Part 382 – Controlled Substances and Alcohol Use and Testing. eCFR.gov
• [2] FMCSA. Drug and Alcohol Testing Overview. FMCSA.dot.gov
• [3] FMCSA Civil Penalty Schedule. FMCSA.dot.gov
• [4] 49 CFR § 40.85 – DOT Drug Testing Panel. eCFR.gov
• [5] 49 CFR § 382.305 – Random testing. eCFR.gov
• [6] 49 CFR § 382.303 – Post-accident testing. eCFR.gov
• [7] FMCSA Drug and Alcohol Clearinghouse. clearinghouse.fmcsa.dot.gov

Fleet DOT Drug Testing Charlotte Map

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What Is a Driver Qualification File?

A Driver Qualification File (DQ File) is the collection of documents that motor carriers must maintain for every driver who operates commercial motor vehicles (CMVs) as required by 49 CFR 391.51 [1]. The DQ File proves that each driver meets FMCSA’s minimum qualifications including age, experience, physical fitness, driving record, and road test competency. FMCSA auditors review DQ Files during compliance investigations, and missing or incomplete files result in violations with fines up to $16,864 per offense [2].

At Charlotte DOT Exam Center, we provide properly formatted medical documentation that meets DQ File requirements. Our Medical Examination Reports (MCSA-5875) and Medical Examiner’s Certificates (MCSA-5876) are audit-ready for your records.

Required Documents in a Driver Qualification File

FMCSA requires the following documents in every DQ File [1]:

Document	Requirement	Retention Period
Driver’s Application for Employment	49 CFR 391.21	3 years after employment ends
Motor Vehicle Record (MVR) Inquiry	49 CFR 391.23	3 years after employment ends
Previous Employer Safety Performance History	49 CFR 391.23(d)	3 years after employment ends
Road Test Certificate (or equivalent)	49 CFR 391.31	3 years after employment ends
Medical Examiner’s Certificate (MCSA-5876)	49 CFR 391.43	3 years after employment ends
Annual MVR Review	49 CFR 391.25	3 years after employment ends
Annual Driver’s Certification of Violations	49 CFR 391.27	3 years after employment ends

Medical Documentation Requirements

The medical component of the DQ File requires specific attention. Motor carriers must maintain:

Medical Examiner’s Certificate (MCSA-5876)

The MCSA-5876 (commonly called the “DOT card”) must be current in the DQ File. Certificates are valid for up to 24 months, though drivers with certain medical conditions receive shorter certification periods [3]:

• 24 months — Healthy drivers with no disqualifying conditions
• 12 months — Drivers with Stage 1 hypertension, well-controlled diabetes
• 3-6 months — Drivers with Stage 2 hypertension requiring monitoring
• Annual recertification — Insulin-treated diabetes mellitus (ITDM)

Medical Examiner’s Certificate Query (after June 2025)

Effective June 23, 2025, motor carriers must query the FMCSA database to verify driver medical certification status [4]. The electronic submission mandate eliminates reliance on paper certificates alone.

Common DQ File Violations

Violation	CFR Reference	Severity
No medical certificate in file	391.51(b)(7)	Critical
Expired medical certificate	391.45(b)	Critical
No annual MVR review	391.25(a)	Acute
Incomplete employment application	391.21	Acute
No road test certificate	391.31(a)	Critical
Missing previous employer investigation	391.23(d)	Acute

DQ File Checklist for Charlotte Employers

Use this checklist to ensure your Driver Qualification Files are audit-ready:

• ☐ Driver’s application for employment with 3-year work history
• ☐ Verification of previous employer safety performance (within 30 days of hire)
• ☐ Motor vehicle record from state DMV
• ☐ Road test certificate OR copy of CDL (if CDL substitutes)
• ☐ Current Medical Examiner’s Certificate (MCSA-5876)
• ☐ Copy of Medical Examination Report (MCSA-5875) — recommended
• ☐ Annual MVR review with date and reviewer signature
• ☐ Annual driver’s certification of violations
• ☐ Entry-level driver training certificate (for CDLs issued after February 7, 2022)

How Charlotte DOT Exam Center Supports Your DQ Files

Every DOT physical examination at our facility includes:

• MCSA-5876 (Medical Examiner’s Certificate) — Laminated card for the driver + copy for employer
• MCSA-5875 (Medical Examination Report) — Complete examination record for your files
• Electronic submission to FMCSA — Immediate upload to National Registry database
• Proper date formatting — Expiration dates clearly noted
• Examiner credentials documented — National Registry number included

Frequently Asked Questions

How long must DQ Files be retained?

DQ Files must be retained for 3 years after a driver’s employment ends. The medical certificate specifically must be kept for 3 years from the date it was issued or 3 years after employment termination, whichever is longer [1].

Do owner-operators need to maintain DQ Files?

Yes. Owner-operators who are self-employed must maintain their own DQ File containing all required documents. FMCSA auditors will request this documentation during compliance reviews regardless of company size.

What’s the penalty for incomplete DQ Files?

Penalties for DQ File violations range from $1,270 to $16,864 per violation depending on severity. Critical violations (like missing medical certificates) carry the highest fines and can result in out-of-service orders [2].

Should I keep the MCSA-5875 in addition to the MCSA-5876?

While only the MCSA-5876 (certificate) is technically required in the DQ File, we strongly recommend keeping the MCSA-5875 (full examination report) as well. This provides documentation of the examination findings and demonstrates due diligence during audits.

Get Audit-Ready Medical Documentation

Charlotte DOT Exam Center
8415 Pineville-Matthews Road, Suite 102
Charlotte, NC 28226
Phone: 704-544-3494
Email: appt@tebbyclinic.com

References

• [1] 49 CFR § 391.51 – General requirements for Driver Qualification Files. eCFR.gov
• [2] FMCSA Civil Penalty Schedule. FMCSA.dot.gov
• [3] 49 CFR § 391.45 – Persons who must be medically examined and certified. eCFR.gov
• [4] FMCSA. Medical Certification Electronic Transmission Rule. FMCSA.dot.gov

Driver Qualification File Requirements Charlotte Map

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What Are Bulk DOT Physicals?

Bulk DOT physicals are group scheduling arrangements that allow Charlotte-area employers to have multiple commercial drivers examined in a single session. This approach minimizes operational disruption while ensuring all drivers maintain valid DOT medical certificates as required by 49 CFR 391.41 [1]. Charlotte DOT Exam Center offers dedicated appointment blocks for fleets with 5 or more drivers.

Our FMCSA-certified medical examiners, Dr. Lemuel P. Byrd, Jr. and Dr. Alan M. Tebby, have provided bulk DOT physical services to Charlotte-area transportation companies, construction firms, and delivery services since 1991. We understand that driver downtime directly impacts your bottom line.

Benefits of Group DOT Physical Scheduling

Benefit	Impact on Your Fleet
Reduced Downtime	All drivers examined in one session vs. multiple individual appointments
Consistent Documentation	Uniform records for all Driver Qualification Files
Volume Pricing	Discounted rates for groups of 5+ drivers
Simplified Administration	Single point of contact, consolidated billing
Priority Scheduling	Dedicated time blocks during off-peak hours
Same-Day Certification	All drivers certified before leaving our facility

How Bulk DOT Physical Scheduling Works

1. Contact Our Office — Call 704-544-3494 to discuss your fleet size and scheduling needs
2. Select Your Preferred Date — We offer bulk appointments Tuesday-Thursday mornings for fastest processing
3. Provide Driver Information — Names, CDL numbers, and any known medical conditions
4. Distribute Preparation Materials — We provide checklists for your drivers (medications, glasses, CPAP compliance reports)
5. Arrival and Processing — Drivers arrive at staggered 20-minute intervals
6. Receive Documentation — Medical Examiner’s Certificates (MCSA-5876) issued same-day
7. Electronic Submission — Results uploaded to FMCSA National Registry immediately [2]

Bulk Scheduling Pricing

Fleet Size	DOT Physical Rate	Drug Test Rate (if needed)
1-4 drivers	$70 per driver	$90 per test
5-9 drivers	Contact for volume pricing	Contact for volume pricing
10-19 drivers	Contact for volume pricing	Contact for volume pricing
20+ drivers	Contact for volume pricing	Contact for volume pricing

All examinations include the Medical Examination Report (MCSA-5875), laminated Medical Examiner’s Certificate (MCSA-5876), and electronic submission to the FMCSA National Registry.

What Drivers Should Bring to Bulk Appointments

Ensure your drivers arrive prepared to minimize examination time:

• Valid Photo ID — Driver’s license or state ID
• Current Medication List — Names, dosages, and prescribing physicians
• Glasses or Contacts — If used for driving
• Hearing Aids — If used
• CPAP Compliance Report — For drivers with sleep apnea (90-day report showing 70%+ compliance)
• Specialist Clearance Letters — For heart conditions, diabetes, seizure history
• Completed MCSA-5875 Form — Medical history section pre-filled [3]

Industries We Serve in Charlotte

Charlotte DOT Exam Center provides bulk DOT physical services to employers across multiple industries:

• Trucking Companies — OTR, regional, and local carriers
• Construction Firms — Dump truck operators, heavy equipment transport
• Delivery Services — Amazon DSP, FedEx Ground contractors, courier services
• School Districts — School bus drivers (we serve CMS and surrounding districts)
• Charter and Tour Operators — Passenger vehicle certification
• Waste Management — Garbage truck and recycling vehicle operators
• Moving Companies — Local and long-distance movers
• Landscaping Companies — Trailer and equipment transport

Frequently Asked Questions

How many drivers can you examine in one day?

With proper scheduling, we can examine up to 20 drivers in a single morning session (8:30am-12:00pm). For larger groups, we recommend splitting across two days or utilizing both morning and afternoon blocks.

How far in advance should we schedule bulk appointments?

We recommend scheduling at least 2 weeks in advance for groups of 10+ drivers. For smaller groups (5-9 drivers), 1 week notice is typically sufficient. Same-week scheduling may be available depending on our current appointment volume.

What if one of our drivers fails the DOT physical?

Drivers who don’t immediately qualify will receive specific guidance on what’s needed for certification. Most conditions can be addressed within 2-4 weeks. The driver can return for reexamination at no additional charge within 30 days if they obtain the required medical documentation or specialist clearance.

Do you provide on-site DOT physicals?

Currently, all DOT physical examinations are conducted at our Pineville-Matthews Road location. The medical equipment and testing facilities required for FMCSA-compliant examinations are not portable. However, we make bulk scheduling as convenient as possible with dedicated appointment blocks and minimal wait times.

Can you coordinate with our DOT drug testing program?

Yes. We offer DOT-compliant 5-panel drug testing that can be performed the same day as DOT physicals per 49 CFR Part 40 [4]. This allows you to complete all FMCSA compliance requirements in a single visit.

Schedule Your Bulk DOT Physicals

Charlotte DOT Exam Center
8415 Pineville-Matthews Road, Suite 102
Charlotte, NC 28226
Phone: 704-544-3494
Email: appt@tebbyclinic.com

References

• [1] 49 CFR § 391.41 – Physical qualifications for drivers. eCFR.gov
• [2] FMCSA National Registry of Certified Medical Examiners. https://nationalregistry.fmcsa.dot.gov/
• [3] FMCSA Medical Examination Report Form (MCSA-5875). FMCSA.dot.gov
• [4] 49 CFR Part 40 – Procedures for DOT Drug and Alcohol Testing. eCFR.gov

Bulk DOT Physicals Charlotte Map

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What Is a Fleet DOT Compliance Program?

A fleet DOT compliance program is a systematic approach that ensures all commercial drivers in your Charlotte-area fleet meet Federal Motor Carrier Safety Administration (FMCSA) medical certification requirements [1]. Under 49 CFR Part 391, motor carriers must verify that every driver operating commercial motor vehicles (CMVs) maintains a valid DOT medical certificate issued by a certified medical examiner listed on the National Registry [2].

At Charlotte DOT Exam Center, we partner with fleet managers across Mecklenburg County, Gaston County, and the greater Charlotte metro area to provide comprehensive DOT compliance services. Our FMCSA-certified examiners, Dr. Lemuel P. Byrd, Jr. and Dr. Alan M. Tebby, have performed thousands of DOT physical examinations since 1991.

FMCSA Requirements for Fleet Medical Compliance

The FMCSA mandates specific requirements for motor carriers regarding driver medical certification. Failure to maintain compliance can result in out-of-service orders, fines up to $16,864 per violation, and potential loss of operating authority [3].

Requirement	FMCSA Regulation	Penalty for Non-Compliance
Valid Medical Certificate	49 CFR 391.41	Driver out-of-service + $16,864 fine
Medical Examiner on National Registry	49 CFR 391.43	Invalid certification
Driver Qualification File	49 CFR 391.51	$1,270–$16,864 per violation
Self-Certification to State DMV	49 CFR 383.71	CDL downgrade
Electronic Submission (effective June 2025)	49 CFR 391.43	Certification not recorded

Benefits of a Fleet DOT Compliance Partnership

Charlotte-area fleet operators who establish a dedicated compliance partnership with Charlotte DOT Exam Center receive:

• Priority Scheduling — Dedicated appointment blocks for your drivers
• Consistent Examiners — Same certified medical examiners understand your fleet’s needs
• Expiration Tracking — Proactive notifications before medical cards expire
• Bulk Pricing — Volume discounts for fleets with 5+ drivers
• Compliance Documentation — Proper records for your Driver Qualification Files
• Same-Day Certification — Minimize driver downtime
• Electronic Registry Submission — Immediate upload to FMCSA National Registry

Fleet Compliance Services We Provide

Service	Description	Cost
DOT Physical Examination	Complete FMCSA-mandated physical exam	$70
DOT Drug Testing (5-panel)	Pre-employment, random, post-accident	$90
Non-DOT Physical Exam	For drivers not subject to FMCSA	$70
Recertification Exam	For drivers with expired cards	$70
Return-to-Duty Exam	After medical clearance obtained	$70

How to Establish a Fleet Account

Setting up a fleet compliance program with Charlotte DOT Exam Center is straightforward:

1. Contact Us — Call 704-544-3494 or email appt@tebbyclinic.com
2. Provide Fleet Information — Number of drivers, vehicle types, service areas
3. Establish Billing — Direct billing available for qualified accounts
4. Schedule Initial Exams — We accommodate your operational schedule
5. Receive Documentation — All records formatted for DQ file compliance

Frequently Asked Questions

How often do fleet drivers need DOT physicals?

Most drivers require recertification every 24 months. However, drivers with certain medical conditions such as high blood pressure (Stage 1 hypertension) receive 12-month certificates, and those with Stage 2 hypertension receive 3-month temporary certificates until their condition is controlled [4].

Can we schedule multiple drivers on the same day?

Yes. Fleet accounts receive priority scheduling and can book multiple drivers in consecutive appointment slots. We recommend scheduling during our lower-volume periods (Tuesday-Thursday mornings) for fastest processing.

Do you provide documentation for our Driver Qualification Files?

Absolutely. Every examination includes a copy of the Medical Examination Report (MCSA-5875) and Medical Examiner’s Certificate (MCSA-5876), properly formatted for 49 CFR 391.51 compliance.

What happens if a driver fails the DOT physical?

Our examiners work with drivers to identify correctable conditions. Many drivers who initially fail can pass within 2-4 weeks after addressing underlying medical issues. We provide specific guidance on what documentation is needed for recertification.

Do you handle DOT drug testing for fleets?

Yes. We provide DOT-compliant 5-panel drug testing for pre-employment, random, reasonable suspicion, post-accident, return-to-duty, and follow-up testing per 49 CFR Part 40.

Charlotte Areas We Serve

Charlotte DOT Exam Center serves fleet operators throughout the Charlotte metropolitan area, including: Pineville, Matthews, Ballantyne, South Charlotte, SouthPark, University City, Mint Hill, Huntersville, Concord, Gastonia, Rock Hill SC, and Fort Mill SC.

Contact Charlotte DOT Exam Center

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] Federal Motor Carrier Safety Administration. Physical Qualifications for Drivers. https://www.fmcsa.dot.gov/regulations/medical
• [2] 49 CFR § 391.43 – Medical examination; certificate of physical examination. eCFR.gov
• [3] FMCSA Penalty Schedule. https://www.fmcsa.dot.gov/regulations/enforcement
• [4] 49 CFR § 391.41(b)(6) – Blood pressure and hypertension requirements. eCFR.gov
• [5] NC Division of Motor Vehicles – Commercial Driver License. NCDOT.gov

Fleet DOT Compliance Program Charlotte Map

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What Are Fleet DOT Physicals?

Fleet DOT physicals are federally-mandated medical examinations required for commercial motor vehicle drivers under FMCSA regulations. Employers use fleet DOT physical programs to certify multiple drivers efficiently while maintaining compliance with 49 CFR Part 391. Unlike individual driver appointments, fleet services provide centralized scheduling, volume pricing, expiration tracking, and direct documentation delivery to employers—reducing administrative burden and preventing compliance gaps.

Understanding Employer DOT Physical Obligations

Under 49 CFR Part 391, motor carriers operating commercial motor vehicles in interstate commerce bear legal responsibility for ensuring every driver maintains valid medical certification. This obligation extends beyond simply having drivers complete physicals—employers must verify certification status, maintain documentation, track expiration dates, and respond promptly when drivers develop disqualifying medical conditions.

The Federal Motor Carrier Safety Administration (FMCSA) holds employers accountable for driver qualification compliance. Violations can result in:

• Out-of-service orders removing drivers and vehicles from operation
• CSA (Compliance, Safety, Accountability) violations affecting your safety scores and insurance rates
• Civil penalties up to $16,000 per violation for serious or repeated non-compliance
• Increased audit scrutiny from FMCSA and state enforcement agencies

Charlotte DOT Exam Center partners with employers to prevent these issues through proactive fleet services designed for compliance-focused operations.

Why Charlotte Employers Choose Our Fleet DOT Physicals Services

Managing DOT physicals for multiple drivers creates administrative challenges that individual appointments don’t address. Scheduling conflicts across drivers, inconsistent documentation from different providers, missed expiration dates, and lack of centralized tracking all contribute to compliance gaps.

Our fleet services eliminate these challenges through a systematic approach developed over 34 years serving Charlotte’s commercial transportation industry.

FMCSA-Certified Medical Examiners

Every DOT physical at Charlotte DOT Exam Center is performed by an FMCSA-certified medical examiner listed on the National Registry of Certified Medical Examiners:

Examiner	Credentials	Experience	NPI Number
Dr. Alan M. Tebby, D.C.	Doctor of Chiropractic, Board Eligible Chiropractic Orthopedist, FMCSA Certified Medical Examiner	40+ years clinical experience, thousands of DOT exams	1407931991
Dr. Lemuel P. Byrd, Jr., D.C.	Doctor of Chiropractic, Certified in Spinal Trauma (C.C.S.T.), FMCSA Certified Medical Examiner	44+ years clinical experience, thousands of DOT exams	1205835543

Both examiners are available Monday through Saturday, ensuring fleet accounts always have access to experienced, certified professionals. This consistency means your drivers see the same qualified examiners who understand commercial driving demands—not rotating urgent care staff unfamiliar with FMCSA regulations.

Dedicated DOT Physical Specialists

Unlike urgent care clinics or retail health centers where DOT physicals are a sideline service, commercial driver medical certification is our primary focus. This specialization provides advantages for employers:

• Regulatory expertise: We stay current on FMCSA rule changes, including the 2025 electronic certification mandate and updated insulin-treated diabetes requirements
• Condition management experience: Our examiners work with hypertension, diabetes, sleep apnea, and cardiovascular conditions daily
• Efficient processing: Streamlined procedures complete most exams in 30-45 minutes with same-day certification
• Complex case handling: We guide drivers through required specialist documentation for challenging certifications

Fleet Account Services

Employers with commercial driver fleets benefit from establishing a formal fleet account. Fleet services provide advantages beyond scheduling individual appointments:

Centralized Scheduling & Coordination

Designate authorized contacts who can schedule driver appointments through a single point of coordination. Whether scheduling 3 drivers or 30, our fleet coordinator manages all appointments, sends driver reminders, and ensures efficient processing.

Group scheduling options include:

• Same-day sessions: 5-10 drivers examined in a single morning or afternoon block
• Consecutive-day scheduling: Larger groups processed across multiple days with staggered times
• Rolling appointments: Ongoing scheduling as drivers need recertification
• New hire processing: Same-day appointments for pre-employment physicals

For high-volume fleet scheduling needs, see our bulk DOT physicals scheduling guide.

Expiration Tracking & Notifications

Medical certifications expire at varying intervals based on driver health status. Tracking expiration across multiple drivers with different certification periods creates compliance risk when managed manually.

Fleet accounts receive automated expiration notifications:

Notification	Timing	Purpose
Initial reminder	60 days before expiration	Schedule recertification appointment
Urgent reminder	30 days before expiration	Confirm scheduled appointment or schedule immediately
Critical warning	14 days before expiration	Final notice—driver will be disqualified if not recertified

These notifications go to your designated fleet contacts, not individual drivers, ensuring management visibility into upcoming expirations.

Electronic Documentation Delivery

Collecting certification paperwork from individual drivers creates documentation gaps in Driver Qualification Files. Fleet accounts receive electronic documentation packages directly:

• Medical Examiner’s Certificate (MCSA-5876): PDF copy for DQF inclusion within 4 hours of examination
• FMCSA National Registry verification: Confirmation of electronic submission within 1 hour
• Certification status updates: Immediate notification of any conditional certifications or required follow-up
• Batch reports: Summary documentation for groups of drivers examined together

Drivers still receive physical copies (Medical Examiner’s Certificate and laminated wallet card), but employers no longer depend on drivers delivering paperwork. Learn more about DOT recordkeeping requirements for fleet operators.

Compliance Support

FMCSA regulations change, and keeping current requires ongoing attention. Fleet accounts receive:

• Regulatory updates: Notification when rule changes affect driver certification requirements
• Audit preparation assistance: Documentation summaries and verification when facing DOT audits
• Driver Qualification File guidance: 49 CFR 391.51 compliance support for medical documentation
• Complex case coordination: Guidance when drivers need specialist evaluations or exemption applications

Fleet DOT Physicals Pricing Structure

Volume pricing rewards employers who establish fleet accounts and maintain ongoing relationships. All pricing includes the complete DOT physical examination, urinalysis, laminated medical card, and electronic FMCSA National Registry submission.

Fleet Size	Per-Exam Rate	Additional Benefits
1-4 drivers	$70	Fleet coordination services, electronic documentation
5-15 drivers	$70	Priority scheduling, expiration tracking, dedicated contact
16-50 drivers	Contact for volume pricing	Enhanced volume discount, consolidated invoicing available
51-200 drivers	Contact for volume pricing	Enterprise discount tier, dedicated fleet manager
200+ drivers	Contact for enterprise pricing	Custom program development, advanced reporting

No contracts required. No minimum commitments. Pay per exam with consolidated monthly invoicing available for qualified accounts. Small fleet DOT compliance solutions available for operators with fewer than 10 drivers.

Industries We Serve

Charlotte’s diverse commercial transportation sector includes employers across multiple industries, each with specific fleet management needs. We provide specialized fleet DOT physicals services for:

Additional Employer Services

Fleet DOT Physical Program

Comprehensive fleet management including volume scheduling, group processing, centralized coordination, and ongoing driver tracking. Designed for employers managing 5+ commercial drivers.

DOT Compliance Programs

Ongoing compliance support including certification tracking, regulatory updates, recertification scheduling assistance, and audit preparation. Proactive management prevents compliance gaps.

Driver Qualification File Management

Medical documentation for DQF compliance under 49 CFR 391.51. Electronic record delivery, long-term retention support, and guidance on documentation requirements.

New Driver Onboarding

Pre-employment DOT physicals with same-day certification. Combined physical and drug testing available. Fast turnaround to accelerate hiring timelines.

FMCSA Audit Preparation

Documentation support and compliance verification for DOT audits. We provide examination records, National Registry verification, and Driver Qualification File guidance for all drivers examined at our facility.

Return-to-Duty Process for Employers

Support for employers managing drivers returning from medical leave, substance abuse treatment, or disqualifying conditions. Guidance on recertification requirements and documentation.

DOT Drug Testing

DOT drug testing (5-panel, 49 CFR Part 40 compliant) for pre-employment, random, reasonable suspicion, post-accident, return-to-duty, and follow-up testing. Non-DOT testing also available. Drug testing is separate from DOT physicals but can be completed at the same visit.

Comparison: Fleet Services vs. Individual Appointments

Employers sometimes question whether fleet services provide value over simply having drivers schedule individual appointments. This comparison illustrates the differences:

Factor	Individual Appointments	Fleet Account Services
Scheduling	Each driver schedules independently	Centralized coordination through fleet contact
Documentation	Employer depends on driver to deliver copies	Electronic delivery directly to employer
Expiration tracking	Employer must track manually	Automated notifications at 60/30/14 days
Priority access	Standard scheduling availability	Priority scheduling for fleet drivers
Compliance support	Limited to individual exam	Ongoing regulatory guidance and audit support
New hire turnaround	Standard appointment availability	Same-day pre-employment processing
Group scheduling	Not available	5-10 drivers per session, consecutive days for larger groups
Invoicing	Individual payment per driver	Consolidated monthly invoicing available

For employers with 5+ drivers, fleet account benefits typically outweigh the minimal setup effort required.

How to Establish Your Fleet Account

Setting up fleet services takes approximately 10 minutes and provides immediate access to priority scheduling and compliance support:

1. Contact our fleet coordinator at 704-544-3494 or email appt@tebbyclinic.com
2. Provide company information:
   • Business name and address
   • DOT number (if applicable to your operation)
   • Current fleet size (number of drivers requiring DOT physicals)
   • Primary billing contact
3. Designate authorized scheduling contacts who can book driver appointments and receive documentation
4. Receive account confirmation with your dedicated fleet contact information and scheduling procedures
5. Begin scheduling drivers with immediate access to priority appointments and fleet services

Most employers complete setup in a single phone call. No contracts, no commitments, no minimum volume requirements.

Our Location

Charlotte DOT Exam Center is centrally located in South Charlotte with convenient access from I-485, Highway 51, and Pineville-Matthews Road. We’re located near Carolina Place Mall, just minutes from SouthPark, Ballantyne, and Pineville. Our office is at the Pineville-Matthews Road and Park Road intersection—easy to find for drivers coming from anywhere in the Charlotte metro area.

Address:
8415 Pineville-Matthews Road, Suite 102
Charlotte, NC 28226

Phone: 704-544-3494
Email: appt@tebbyclinic.com

Hours:

• Monday – Friday: 8:30 AM – 5:00 PM
• Saturday: 8:30 AM – 12:00 PM
• Sunday: Closed

Walk-ins welcome during business hours. Appointments recommended for groups of 3+ drivers to ensure efficient processing.

View Charlotte DOT Exam Center on Google Maps | Get Directions

Fleet DOT Physicals Near Me: Charlotte Service Area

Our South Charlotte location serves employers throughout the metropolitan area including:

• Mecklenburg County: Charlotte, Pineville, Matthews, Mint Hill, Huntersville, Cornelius, Davidson
• Surrounding NC Counties: Union County (Indian Trail, Monroe, Waxhaw), Cabarrus County (Concord, Kannapolis), Gaston County (Gastonia, Mount Holly), Iredell County (Mooresville, Statesville)
• South Carolina: York County including Rock Hill, Fort Mill, Tega Cay, and Lake Wylie

Drivers requiring North Carolina CDL certification or South Carolina CDL certification can complete their DOT physical at our location regardless of which state issued their license.

Frequently Asked Questions for Employers On Fleet DOT Physicals

How much do fleet DOT physicals cost?

$70 per exam includes the complete DOT physical examination, urinalysis, laminated medical wallet card, and electronic FMCSA National Registry submission. No hidden fees. Volume pricing available for fleets of 16+ drivers.

What is the cost of fleet DOT physicals in Charlotte?

Fleet DOT physicals cost $70 per driver at Charlotte DOT Exam Center. This flat rate includes examination, urinalysis, medical card, and FMCSA National Registry submission. Contact us for volume pricing on 16+ drivers.

What is the minimum fleet size for volume pricing?

Volume pricing begins at 16+ drivers. All fleet accounts receive coordination services, electronic documentation, and expiration tracking regardless of size.

How quickly can you certify multiple drivers?

We accommodate 5-10 drivers per session. Larger groups scheduled across consecutive days. Same-day certification for qualified drivers, typically 30-45 minutes per exam.

What happens if a driver doesn’t pass the DOT physical?

Drivers receive guidance on next steps. Many conditions (hypertension, diabetes, sleep apnea) can be addressed with treatment. Fleet contacts are notified of any certification issues.

Do you provide DOT drug testing for employers?

Yes. DOT 5-panel drug testing (49 CFR Part 40 compliant) available for pre-employment, random, post-accident, and other required testing. Can be combined with DOT physicals.

How do we track driver certification expiration dates?

Fleet accounts receive automated notifications at 60, 30, and 14 days before expiration. Notifications go to designated fleet contacts for management visibility.

What documentation do employers receive for Driver Qualification Files?

Electronic Medical Examiner’s Certificate (MCSA-5876) within 4 hours of examination. FMCSA National Registry verification within 1 hour. Records available for audit purposes.

Can you help prepare for DOT audits?

Yes. We provide examination records, FMCSA National Registry verification, and Driver Qualification File guidance for all drivers examined at our facility. See our FMCSA audit preparation resources.

What if a driver has diabetes, sleep apnea, or high blood pressure?

Our examiners certify drivers with managed conditions daily. We guide drivers through required documentation including ITDM forms, CPAP compliance reports, and specialist clearances.

Do you offer on-site DOT physicals at employer locations?

All examinations performed at our fully-equipped Charlotte clinic for consistent quality and immediate access to testing equipment. Group scheduling minimizes trips.

How do we get started with fleet services?

Call 704-544-3494 or email appt@tebbyclinic.com. Fleet account setup takes one phone call. No contracts or minimum commitments.

How long does a fleet DOT physical take?

Most exams complete in 30-45 minutes with same-day certification. Groups of 5-10 drivers can be processed in a single morning or afternoon session.

How does the FMCSA electronic certification mandate affect employers?

Since June 2025, all CDL certifications transmit electronically to the FMCSA National Registry and state DMV. We submit within 1 hour of examination.

Contact Charlotte DOT Exam Center

Ready to streamline your commercial driver DOT physical compliance? Contact us to discuss your fleet needs and establish services:

Phone: 704-544-3494
Email: appt@tebbyclinic.com
Address: 8415 Pineville-Matthews Road, Suite 102, Charlotte, NC 28226

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Serving Charlotte employers and commercial driver fleets since 1991.

The Bottom Line on Fleet DOT Physicals

Charlotte DOT Exam Center offers fleet DOT physicals at $70 per exam with same-day certification, FMCSA-certified examiners, expiration tracking, and electronic documentation delivery. We’ve served Charlotte employers since 1991, completing thousands of commercial driver examinations. Fleet accounts receive priority scheduling, compliance support, and audit preparation assistance—no contracts or minimum commitments required. Call 704-544-3494 to establish your fleet account today.

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