Support Center

Add an employee record for each person your company tests or tracks. The record holds identity, contact, employment, DOT, and license information, and every later test request, random selection, accident, and training links to it.

Before you start

• Applicant or employee? If the person has not been hired yet, use New Applicant instead. When they are hired, use Hire on the applicant record. Do not create a second record.
• Check for an existing record. Search Active Employees, Applicants, Terminated Employees, and Removed Applicants (Find employees and applicants). A returning employee should be reactivated, not added again.
• Have this information ready: legal name, birth date, gender, home address, phone number, hire date, job category, and a government ID. For a DOT driver regulated by FMCSA you need the CDL number, issuing state, expiration date, and class.

Steps

1. Choose Employees > New Employee, the New Employee quick task on the Welcome screen, or New Employee on an employee list.
2. Name. Enter last name, first name, birth date, and gender (required), plus middle name and optional details. The Social Security number is optional: if you do not know it, leave it blank and add it later. Never enter a placeholder number. If Med-Stop shows a warning, read it before selecting Next again.
3. Address. Enter street address, ZIP code, city, state, and phone number (required). E-mail and emergency contact are optional.
4. Employment. Choose the employment status and, if your company uses branches, the branch. If your company has both DOT and non-DOT employees, set the DOT Status; for a DOT employee, also choose the Primary DOT Agency. Choose the Category; for a driver, chauffeur, or school bus driver, also choose the commercial motor vehicle operation type. Enter the application date and Hire Date, and for DOT employees the annual review date and medical exam expiration date when shown. Position and your internal employee code are optional.
5. ID. Choose the Employee Id Type. For a CDL, enter the license number, issuing state, expiration date, and class, plus any restrictions and endorsements. For another ID, enter its number, state, and expiration date. An FMCSA DOT driver needs a CDL or CLP; the CDL state and number are required for DOT records and Clearinghouse reporting.
6. Review. Check the summary. Use Back to correct anything, then select Finish.

If Med-Stop reports that the person is already on your company list, do not continue with a new record. Open the existing employment information from the link in the message and end, terminate, or remove the earlier employment period first, or reactivate the person.

What to do next

After Finish, Med-Stop can show additional tasks for the new record. Typical next steps:

• Order a pre-employment test. Create a test request. A DOT driver must not perform safety-sensitive functions until the employer has a verified negative pre-employment drug test result (49 CFR 382.301).
• Run the pre-employment Clearinghouse query for FMCSA drivers in your company's FMCSA Clearinghouse account (pre-employment Clearinghouse query) and request previous employer testing history (previous employer check).
• Check random testing. Open the employee's Random tab to confirm pool inclusion (Employee random testing settings) and review pool members.
• Add documents such as the license copy, medical certificate, and application on the Documents tab.
• Review compliance. The Compliance tab shows what is still missing.

Tips

• Accurate hire, application, and termination dates matter: random pool membership and compliance checks use them.
• If New Employee is missing from your menu, ask your company administrator to review your access.