Ind. Admin. Code tit. 140, r. 7-3-6.6 – Medical record keeping

Sec. 6.6. (a) Before June 23, 2025, for each CDL or CLP holder, the bureau shall do the following:

(1) Post the driver's self-certification of type of driving under 49 CFR 383.71(b)(1)* to the CDLIS driver record.
(2) Post the information from the MEC within ten (10) calendar days to the CDLIS driver record, including the following:
1. (A) Medical examiner's name.
2. (B) Medical examiner's telephone number.
3. (C) The date the MEC was issued.
4. (D) Medical examiner's license number and the state that issued it.
5. (E) Medical examiner's National Registry identification number.
6. (F) The indicator of medical certification status (i.e., "certified" or "not certified").
7. (G) Expiration date of the MEC.
8. (H) Existence of any medical variance on the MEC, such as an exemption, skill performance evaluation (SPE) certification, or grandfathered provisions.
9. (I) Any restrictions (e.g., corrective lenses, hearing aid, required to have possession of an exemption letter or SPE certificate while on duty, etc.)
10. (J) Date the MEC information was posted to the CDLIS driver record.
(3) Post the medical variance information within ten (10) calendar days to the CDLIS driver record, including the:
1. (A) date the medical variance was issued; and
2. (B) expiration date of the medical variance.
(4) Retain the original or a copy of the MEC of any driver required to provide documentation of physical qualification for three (3) years beyond the date the certificate was issued.

(b) After June 22, 2025, for each CLP or CDL holder, the bureau shall do the following:

(1) Post the driver's self-certification of type of driving under 49 CFR 383.71(b)(1)* to the CDLIS driver record.
(2) Post the information from the MEC received from FMCSA to the CDLIS driver record, including the following:
1. (A) Medical examiner's name.
2. (B) Medical examiner's telephone number.
3. (C) The date the MEC was issued.
4. (D) Medical examiner's license number and the state that issued it.
5. (E) Medical examiner's National Registry identification number.
6. (F) The indicator of medical certification status (i.e., "certified" or "not certified").
7. (G) Expiration date of the MEC.
8. (H) Existence of any medical variance on the MEC, such as an exemption, SPE certification, or grandfathered provisions.
9. (I) Any restrictions (e.g., corrective lenses, hearing aid, required to have possession of an exemption letter or SPE certificate while on duty, etc.).
10. (J) Date the MEC information was posted to the CDLIS driver record.
(3) Post the medical variance information received from FMCSA within one (1) business day to the CDLIS driver record, including the:
1. (A) date the medical variance was issued; and
2. (B) expiration date of the medical variance.
(4) Retain the electronic record of the MEC information for any driver required to have documentation of physical qualification for three (3) years beyond the date the certificate was issued.

(c) Before June 23, 2025, the bureau shall, within ten (10) calendar days of the driver's MEC or medical variance expiring, medical variance being rescinded, or MEC being voided by FMCSA, update the MEC status of that driver as "not certified".

(d) After June 22, 2025, the bureau shall, within ten (10) calendar days of the driver's MEC or medical variance expiring, MEC becoming invalid, medical variance being rescinded, or MEC being voided by FMCSA, update the medical evaluation status of that driver as "not certified".

(e) Before June 23, 2025, within 10 calendar days of receiving information from FMCSA regarding the issuance or renewal of a medical variance for a driver, the bureau shall update the CDLIS driver record to include the medical variance information provided by FMCSA.

(f) After June 22, 2025, within one (1) business day of electronically receiving medical variance information from FMCSA regarding the issuance or renewal of a medical variance for a driver, the bureau shall update the CDLIS driver record to include the medical variance information provided by FMCSA.

(g) If a driver's MEC or medical variance expires, or FMCSA notifies the bureau that:

(1) a MEC was invalidated or voided; or
(2) a medical variance was removed or rescinded;

the bureau shall complete and record the CLP or CDL downgrade within sixty (60) days of the driver's medical certification status becoming "not certified" to operate a CMV.

(h) Before June 23, 2025, if a driver fails to provide the bureau with the certification contained in 49 CFR 383.71(b)(1)*, the bureau shall mark that CDLIS driver record as "not certified" and initiate a CLP or CDL downgrade as described in subsection (g).

(i) After June 22, 2025, if a driver fails to provide the bureau with the certification contained in 49 CFR 383.71(b)(1)*, or, if the driver self-certifies according to 49 CFR 383.71(b)(1)(i)* that the driver is operating in nonexcepted interstate commerce as required by 49 CFR 383.71(h)* and the information required by subsection (d) is not received and posted, the bureau shall mark that CDLIS driver record as "not certified" and initiate a CLP or CDL downgrade as described in subsection (g).

(j) If a conflict arises between the medical certification information provided electronically by FMCSA and a paper copy of the MEC, the medical certification information provided electronically by FMCSA controls.

*This document is incorporated by reference. Copies may be obtained from the Government Printing Office, 732 North Capitol Street NW, Washington, D.C. 20401 or are available for review and copying at the Bureau of Motor Vehicles, Indiana Government Center North, Fourth Floor, 100 North Senate Avenue, Indianapolis, IN 46204.

(Bureau of Motor Vehicles; 140 IAC 7-3-6.6; filed Jul 8, 2025, 10:49 a.m.: 20250806-IR-140250166FRA)