Medical Examiner Information

This section is intended to provide helpful information to Medical Examiners regarding the process of submitting medical determinations, correcting errors and how the process now works with Kansas.

If a CDL/CLP holder/applicant advises you the medical examiner’s certificate must be sent electronically to KDOR, it only means you need to submit it to FMCSA’s National Registry.

  • There is not an additional process which you must complete, so this shouldn’t change anything for you!
  • Once the medical examiner’s certificate is submitted with no errors and verified with the KS record, the medical examiner’s certificate will typically be pushed to us within an hour.
    • It will be posted automatically for drivers already certified as Category 1, Non-Excepted Interstate with the state.
    • It will be available for posting for drivers certified as something other than Category 1, Non-Excepted Interstate once we receive a medical self-certification from the applicant.

Medical examiners will need to correct submission error tasks, assigned in their National Registry system accounts, when physical qualification examination results submitted into the National Registry do not allow a match for the driver to be found at the SDLA.

  • A “no match” should only occur for applicants who currently do NOT hold a CDL or CLP with Kansas – all others should complete successfully even if the applicant isn’t certified as Category 1, Non-Excepted Interstate.
  • Until you perform the validation/correction, the driver’s medical certification information is not available to us here at the state. Therefore, you need to complete these error message tasks immediately.
    • If you complete the validation/correction and the medical certification information still is not matched, the medical certification information cannot be transmitted BUT will be retained in the National Registry.
    • The State can attempt to pull the information from the National Registry using a variation of the ST/DL# only so those are the most important elements.

Kansas DL#s should be entered as K followed by the 8 numbers listed on their credential (Ex. K00000000)

  • It should not include:
    • KS
    • The letter ‘O’
    • Hyphens

If a medical examiner’s certificate is issued as Qualified – State Variances, it is NOT able to be posted to the record without changing the driver’s medical certification to NOT CERTIFIED and downgrading the commercial driving privileges.

If you have issued a medical examiner’s certificate indicating restrictions for ACCOMPANIED BY WAIVER/EXEMPTION or ACCOMPANIED BY SPE, valid issue/expiration dates must exist with FMCSA, or the medical certificate will be unable to be pulled to the driving record.

It would be helpful to advise patients of how long it takes for you to submit the medical examiner’s certificate to FMCSA’s National Registry to help avoid additional calls from the driver to check if it was submitted. This also helps ensure a CDL/CLP holder doesn’t go to a DL exam office without their medical certificate being available if a new issuance is needed.

  • You may advise drivers to check their medical certification and issue/expiration dates at www.ksrevenue.gov/dlstatuscheck in however long it takes you to submit, to verify their new dates are being displayed. If the new dates are not showing, the site provides contact information for KDOR so we can manually try to pull the medical certificate.
    • If all displays correctly, there is no further action needed, and no paper form needs to be submitted by email, fax, or any other method.

You may still issue paper medical examiner’s certificates to the applicant if request, but we cannot manually enter the information.

  • For drivers certified as Category 1, Non-Excepted Interstate, law enforcement must be able to see the correct medical certificate on the electronic driving record.
  • For drivers certified as Category 3, Excepted Interstate, the paper medical examiner’s certificate is still required to be carried and presented to law enforcement as those medical certificates are not posted to our records and cannot be pulled electronically by law enforcement.