When should a medical examiner retain a medical exam report from the date of the exam?

A medical examiner should retain a medical exam report for 3 years from the date of the exam. This time frame is established to ensure that records are available for any necessary follow-up, audits, or if there are questions about the individual's health status or fitness for duty in relation to commercial driving.

The retention period is significant not only for the medical examiner's practice but also for compliance with regulatory guidelines set forth by the Federal Motor Carrier Safety Administration (FMCSA). Keeping the reports for this duration allows both the examiner and the individuals undergoing the exams to reference crucial health information if needed within a reasonable period of time.

While some may think reports should be retained indefinitely for comprehensive medical history, or for a longer period such as 5 years, the requirement specifically mandates the 3-year retention to balance the needs for record-keeping with the practical considerations of space and confidentiality. Keeping records beyond this timeframe is not necessary as the majority of pertinent information will typically be outdated or irrelevant after 3 years, while shorter retention periods like 1 year may not provide sufficient time for addressing issues that may arise later.