Revised Date: 3/2026

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🛡️ Introduction

At RoadSafe DOT Medical Exams, we are committed to protecting the privacy and security of our patients’ personal and health information. This Privacy Policy outlines how we collect, use, disclose, and safeguard your information when you visit our clinic or use our services for Department of Transportation (DOT) physical examinations.

 

📋 Information We Collect

We may collect the following types of information:

• Personal Identification Information: Name, date of birth, address, phone number, email, driver’s license number.

• Health Information: Medical history, examination results, prescriptions, lab results, and other data relevant to your DOT physical. This information is stored on a secure portal through 3BExams which supports all FMCSA and HIPAA compliance standards. 

• Employment Information: Employer name, job title, and related occupational details.

• Payment Information: Billing address, insurance details, and payment method (if applicable).

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🏥 How We Use Your Information

We use your information to:

• Conduct DOT physical examinations and determine medical fitness for duty.

• Comply with FMCSA regulations and complete required documentation (e.g., Medical Examiner’s Certificate).

• Communicate with you regarding appointments, results, and follow-up care.

• Process secure payments

• Improve our services and ensure regulatory compliance.

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🔐 How We Protect Your Information

We implement appropriate administrative, technical, and physical safeguards to protect your data from unauthorized access, disclosure, alteration, or destruction. These include:

• Secure electronic health record systems.

• Staff training on HIPAA and confidentiality.

• Restricted access to sensitive information.

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📤 Sharing Your Information

We may share your information only when necessary and permitted by law:

• With government agencies such as the FMCSA for certification purposes.

• With your employer, if you provide written consent and only your medical determinationcard will be shared. 

• When required by law, such as in response to a subpoena or public health reporting.

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📁 Your Rights (HIPAA)

You have the right to:

• Access and request copies of your medical records.

• Request corrections to inaccurate or incomplete information.

• Withdraw consent for certain uses of your data.

• File a complaint if you believe your privacy rights have been violated.​

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📞 Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights visit our contact page here. 

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