For years, CDL drivers and motor carriers across New Yorkhave dealt with a medical certification system that feels slow, outdated, andfar too dependent on paperwork. After receiving their medical certificates,drivers had to send their documents to the DMV by email, the DMV struggled tokeep up with manual entries, and carriers were left sorting through paperworkto stay compliant. Carriers also had to assume drivers always had theirphysical medical card with them on the road, which often wasn’t true, leadingto unnecessary roadside violations.
Because several states in the Northeast were not fullyprepared for the transition to an electronic system, FMCSA issued a temporarywaiver allowing CDL drivers and carriers to continue using paper medical cardsuntil October 12, 2025. When it became clear more time was needed, the agencyre-issued another waiver, effective October 13, 2025 through January 10, 2026,allowing CDL and CLP holders to rely on a paper certificate for up to 60 daysafter the date it was issued.
New York carriers should begin preparing now. Our state isknown for long DMV backlogs, strict enforcement, and detailed compliancereviews. These new changes will directly affect how driver files are maintainedand how medical qualification is monitored.
The weaknesses in the old system have been obvious foryears. Drivers must complete a DOT physical at least every two years, but afterthat exam they have traditionally been responsible for emailing their medicalcard to the DMV. Medical examiners were required to send results to FMCSA’sNational Registry, but that system has had frequent delays and outages. DMVs,including New York’s, have relied heavily on manual data entry, which can takedays or even weeks to complete.
Because of these slowdowns, it wasn’t unusual for medicallyqualified drivers to face sudden CDL downgrades. Carriers often had mismatchedinformation in their files. Law enforcement sometimes encountered outdatedrecords during a roadside inspection. And since everything relied on paperdocuments, fraudulent or altered medical cards could easily slip into thesystem.
The Medical Examiner’s Certification Integration Rule wascreated to fix these issues. Although FMCSA finalized the rule in 2015,implementation has been pushed back multiple times due to cybersecurity issues,system failures, and the need for all states to upgrade their technology.Nearly ten years later, the agency is finally putting the new system intoplace.
Under this updated process, medical examiners are nowresponsible for sending exam results electronically to FMCSA by the followingday. Drivers no longer need to email their medical certificate to the DMV.Instead, FMCSA sends the results directly to the New York State DMV orwhichever state issued the driver’s license, where the results are added to thedriver’s CDL record automatically.
Once the DMV receives the information electronically, themedical certification appears on the driver’s Motor Vehicle Record. This givescarriers and law enforcement immediate access to a driver’s current medicalstatus. In a state like New York, where roadside inspections are frequent andaudits are strict, having up-to-date MVR information is essential.
It’s important to understand that these changes apply onlyto CDL and CLP holders. Non-CDL drivers who are medically regulated stillreceive a physical medical card, and New York carriers must continue keepingthose cards in their driver qualification files.
CDL and CLP drivers will still need to self-certify theirtype of operation, but they will no longer need to provide a medical card atthe time of certification. New York drivers will need to be diligent aboutrenewing their DOT physical on time, because one of the most significant partsof this rule is the requirement for states to downgrade a CDL within 60 days ifthe medical certificate expires or if FMCSA is notified that the driver is nolonger medically qualified. These downgrades will now happen automatically.
FMCSA’s goal is straightforward: create a medicalcertification system that is secure, accurate, and less vulnerable to delays orfraud. For New York carriers, this means fewer physical documents to manage butdoes not reduce your responsibility. Instead of filing medical cards from CDLdrivers, carriers will now rely heavily on pulling MVRs to confirm medicalqualification. The risk is that if carriers do not check MVRs regularly, theymay not realize a driver has been downgraded until it’s too late—possiblyduring an inspection or audit.
Because of this shift, New York carriers should beginadjusting their internal procedures immediately. Hiring processes, driverqualification file management, and ongoing monitoring systems should be updatedbefore the rule becomes fully enforceable. New York’s regulatory environmentleaves little room for oversight mistakes, and waiting too long to make changeswill put carriers at a disadvantage.
Drivers should continue getting their DOT physicals onschedule and make sure they choose examiners listed on FMCSA’s NationalRegistry. Under the new system, if a medical examiner fails to submit theresults in time, the driver’s CDL is the one that will be affected.
Medical examiners must also update their workflows. FMCSAexpects next-day electronic submissions to be standard practice. Any delays inthis process can have immediate consequences for a driver’s CDL status.
At Academi Services, we view this transition as along-needed improvement. A streamlined electronic system will reduce paperworkerrors and create more consistent medical certification standards across thecountry. However, switching from physical cards to electronic records meansthat New York carriers will need stronger, more frequent MVR monitoring. Thatis where most of the risk now lies.
Academi Services can help New York carriers prepare forthese changes. We can review qualification files, update your policies andprocedures, strengthen your MVR monitoring practices, and help train yourdrivers and administrative staff on the new expectations. Our goal is to ensurethat New York trucking and bus companies remain compliant and well-prepared asthese federal changes continue to roll out.
