DOT physicals, recorded properly.
ExamFlow is software for certified medical examiners. It records the examination, shows the Medical Examiner's Handbook rule that applies — with the citation, at the moment the decision is made — and produces a complete MCSA-5875 and MCSA-5876.
Start a clinic Ask for a demonstration
If you do DOT exams, you know the failure modes
The same details, typed three times
Name, date of birth and licence number go onto the intake form, into the chart, and onto the federal form. Each copy is a chance to transpose a digit.
A field missed, found at the printer
The MCSA-5875 has well over a hundred fields and no software telling you which one is blank. You find out with the driver still in the room.
A rule half-remembered
Is 150/95 a one-year certificate or a three-month one? Does an insulin-treated driver need the MCSA-5870 dated within 45 days? The Handbook says. It is rarely open.
Nothing to show afterwards
49 CFR 391.43(i) requires the report and the certificate for three years. A filing cabinet answers that until somebody asks which examiner decided what, and when.
What ExamFlow does
Driver intake once
The driver completes their own history on a tablet, or your staff enter it. A licence can be read from its barcode. Nothing is retyped after that.
The rule, with its citation, at the decision
When blood pressure, vision, hearing or a listed condition bears on the certificate, the applicable Handbook passage and CFR section are shown where the decision is made — not in a manual on a shelf.
The form, complete
The MCSA-5875 and MCSA-5876 are filled and flattened from what was recorded. Missing fields are named before you print, not after.
A record that answers questions
Every view and every change is written to an append-only audit log: who, what, when. It cannot be edited afterwards, which is the only property that makes it worth having.
Certificates that expire visibly
Expiring certificates are listed, and a reminder can go out thirty days ahead. A driver who comes back is a driver you did not have to find.
Your records, exportable
Every examination, every generated PDF and every attachment can be exported at any time, and are on cancellation. They are your records.
The examiner decides. Always.
ExamFlow does not practise medicine and does not make determinations. It shows what the Handbook and 49 CFR 391.41–391.49 say, with the citation, and records what you decided.
Where guidance is advisory, it is marked advisory. You may depart from any of it, and your reason stays on the record. A certificate length the software suggests is a suggestion you can overrule, and the record shows that you did.
This is not a disclaimer bolted on afterwards. It is how the product is built, and it is why a determination made in ExamFlow is defensibly yours.
Pricing
Per clinic, billed monthly. No setup fee. Cancel whenever you like and take your records with you.
| Plan | Examiners | Monthly | Includes |
|---|---|---|---|
| Solo | 1 | $89 | Examinations, intake, the federal forms, document storage, export |
| Clinic | 2 | $119 | Everything in Solo, plus today's board, the assistant workflow and decision support |
| Clinic | 3 | $149 | As above, plus employer invoicing and reporting |
| Group | Up to 10 | $249 | Everything, plus multiple locations and search across them |
Early clinics get free months. We are onboarding the first practices now and want their arguments more than their money. If you examine drivers regularly and are willing to tell us what is wrong with it, talk to us.
Security, and what we will not claim
Each clinic isolated in the database
Not by a filter in the application that somebody can forget. Isolation is enforced by the database itself, on every table, and a test fails the build if a new table is added without it.
Encrypted, and the backups too
Records are encrypted in transit and at rest. Backups are separately encrypted, and the key is held apart from them — a backup whose key sits beside it protects against very little.
Individual accounts, and an audit log
Every person has their own account; shared logins make an audit trail fiction. Two-factor authentication is available for administrators.
A Business Associate Agreement
Signed with every subscribing practice, because we hold protected health information on your behalf and that is what the rule requires.
What we do not claim. ExamFlow is not "FMCSA approved" — no software is, and any vendor telling you otherwise is describing something that does not exist. There is no such thing as HIPAA certification, so we do not say we have one; we say what we actually do, above. We do not sell your data and we do not train machine-learning models on it.
We publish a plain-language summary of where we stand on every regulation that applies, and we will send it to you before you buy anything.
Questions we get asked
- Does this replace my EMR?
- No. It does the DOT examination and the federal forms. Most practices keep their EMR for everything else.
- What happens to my records if I stop paying?
- You get a complete export — every examination, every PDF, every attachment. We keep them for a defined period afterwards so an export can be re-requested, then delete them. The period is stated in the Terms before you subscribe.
- Can my assistant do the intake and vitals?
- Yes, and the workflow is built around it — including the hand-off to the examiner, and what happens when a reading is missing. If you work without an assistant, that workflow turns off and the examiner does it all.
- Do you submit to the National Registry?
- Not yet. Registration as a Third Party Organization is in progress and we will say so plainly here when it is live. Until then you submit as you do today, and ExamFlow gives you the completed form to do it with.
- Does it know my state's extra requirements?
- Where a state adds requirements beyond the federal ones, those are configured per location. Tell us which state you are in and we will tell you exactly what it does today.
- What if the internet goes down?
- Keep a paper fallback. Any hosted system can be unreachable, and a clinic with a driver in the room and no alternative has made our bad day into theirs. We would rather say that than promise otherwise.
Talk to us
A demonstration takes about twenty minutes and runs on an example clinic — no real records involved. If you examine drivers regularly, we would like to show you and hear what is missing.
Tell us roughly how many DOT exams you do a month and which state you are in, and the first reply will be useful rather than a calendar link.