Employer guide · Before the visit
Send employees with everything they need.
A clear examination authorization tells the clinic which services the employer requests, why they are required and how the visit will be billed and reported. A vague request for a work physical can leave testing or forms incomplete.
Talk with our team about your employer programNeed an appointment for yourself? ↓Employer examination authorization
A clear examination authorization tells the clinic which services the employer requests, why they are required and how the visit will be billed and reported. A vague request for a work physical can leave testing or forms incomplete.
Prepare the requested service
Provide the employee’s identifying information, job duties, exact services, forms, deadline, payer and reporting contact. A screenshot can help explain a requirement but may not contain the authorization needed for testing or billing.
Results and follow-up
DOT drug testing needs its own appropriate order and collection process. An employer consultation coordinates the program; the employee still needs the correct individual appointment and paperwork.
Arrange the employer program
Confirm the service list, employee eligibility, locations, dates, employer authorization, payment arrangements and reporting contacts with the employer-service team. Give employees the correct appointment instructions and a route for questions or missed appointments. Confirm any proposed workplace event or outside collection site before arranging attendance.
Employee privacy and reporting
Employers should receive only the information needed for the authorized work request. Agree on completion reports, restrictions or other necessary documentation and who may see them. Covered employers must keep medical information confidential and separate from ordinary personnel files. An employee’s personal treatment needs remain a confidential clinical matter.
Questions about employer services
What does “a work physical” actually include?
A clear examination authorization tells the clinic which services the employer requests, why they are required and how the visit will be billed and reported. A vague request for a work physical can leave testing or forms incomplete. Provide the employee’s identifying information, job duties, exact services, forms, deadline, payer and reporting contact. A screenshot can help explain a requirement but may not contain the authorization needed for testing or billing.
Is a screenshot of a job requirement enough? Who should pay for the visit?
A screenshot helps explain the request but may omit the authorized tests, reporting contact or payment arrangement. Send the written service list, job requirements, forms, deadline and employer authorization. Confirm whether the employer pays and whether any employee charge applies before the visit.
Does this checklist authorize a DOT drug test?
No. This general checklist does not authorize or complete a DOT drug test. Confirm a separate appropriate order, DOT collection process, laboratory and medical review with the employer-service team.
Do employees need to book a meeting with the employer team?
Employers can use the employer consultation to agree on services, locations, authorizations, costs and reports. Provide the headcount, requested service and deadline. An employee needing care should book the relevant clinical appointment with employer authorization; urgent care should not wait for a program-planning meeting.
Will the employer receive my entire medical record?
Employers should receive only the information needed for the authorized work request. Agree on completion reports, restrictions or other necessary documentation and who may see them. Covered employers must keep medical information confidential and separate from ordinary personnel files. An employee’s personal treatment needs remain a confidential clinical matter.
Medical sources
- EEOC Pre-Employment Medical Questions and Examinations
- CDC Baseline TB Screening and Testing for Health Care Personnel
- CDC Frequency of TB Screening and Testing for Health Care Personnel
- CDC Clinical Testing Guidance: Tuberculin Skin Test
- MedlinePlus Electrocardiogram
- CDC Healthcare Personnel Immunization Programs
- NIOSH Spirometry Training Program
- OSHA-NIOSH Worker Information: Spirometry Breathing Test
- New York Workers’ Compensation Board: Information for Workers
- OSHA 1910.134 Respiratory Protection
- OSHA 1910.95 Occupational Noise Exposure
- DOT 49 CFR Part 40 procedures
- DOT Part 40 section 40.151: MRO restrictions
- DOT Drug Testing Laboratories
- HHS: patient privacy and health information
A missing employer document may not require another examination. Likewise, a completed examination may still have laboratory results pending. Use the results and status guide to help identify the next step.
For employees & individuals
For other work physicals or specialized certificates, call (917) 310-3371 to confirm the form, clinician and appointment.
Let’s plan your program
Tell us what
your team needs.
Discuss the program requirements, employee locations, scheduling, costs and reporting with the employer services team.
Talk with our team about your employer programDiscuss the program requirements, employee locations, scheduling, costs and reporting with the employer services team.