Terms and Conditions

Effective Date: March 2, 2026

Last Updated: March 2, 2026

Welcome to Polaris DOT Physicals (“Company,” “we,” “us,” or “our”). These Terms and Conditions (“Terms”) govern your use of our website, services, and any related communications. By accessing our website or scheduling a Department of Transportation (DOT) physical examination or related service, you agree to these Terms.

If you do not agree with these Terms, please do not use our services.

1. Services Provided

Polaris DOT Physicals provides:

• DOT physical examinations in accordance with Federal Motor Carrier Safety Administration (FMCSA) guidelines
• Drug and alcohol testing (when applicable)
• Occupational health-related services
• Appointment scheduling and reminders
• Related administrative services

All DOT examinations are performed by a certified medical examiner listed on the FMCSA National Registry.

We reserve the right to refuse service when medically appropriate, legally required, or if a patient fails to comply with clinic policies.

2. No Guarantee of Medical Certification

A DOT physical examination does not guarantee issuance of a Medical Examiner’s Certificate (MEC). Certification decisions are made strictly in accordance with FMCSA medical standards and federal regulations.

Payment for an exam covers the evaluation itself and does not guarantee certification approval.

3. Appointment Scheduling & Cancellations

• Appointments may be scheduled online, by phone, or in person.
• Patients are responsible for providing accurate and complete information.
• We reserve the right to reschedule or cancel appointments due to provider availability, emergencies, or unforeseen circumstances.
• Missed appointments or late arrivals may require rescheduling.
• Fees for no-shows or late cancellations may apply if disclosed at booking.

4. Payment Terms

• Payment is due at the time of service unless otherwise agreed in writing.
• We accept approved forms of payment as listed in our office.
• All fees are non-refundable once services are rendered.
• If additional testing or follow-up documentation is required, additional fees may apply.

Employers contracting services for employees are responsible for payment per agreed terms.

5. Medical Information & Privacy

Your medical information is handled in accordance with applicable federal and state laws, including HIPAA (Health Insurance Portability and Accountability Act).

By using our services, you consent to:

• Collection of medical history and examination findings
• Submission of required documentation to FMCSA when applicable
• Sharing results with employers or designated third parties when authorized

For full details, please review our Privacy Policy.

6. Patient Responsibilities

You agree to:

• Provide truthful, accurate, and complete medical history information
• Bring required documentation (e.g., medication lists, specialist clearance letters, CPAP compliance reports, etc.)
• Follow medical advice and regulatory requirements
• Comply with clinic conduct policies

Providing false or misleading information may result in denial of certification and reporting as required by law.

7. Website Use

By using our website, you agree:

• Not to misuse or attempt to disrupt website functionality
• Not to submit false appointment requests
• Not to attempt unauthorized access to protected systems

All website content, including text, logos, and branding, is the property of Polaris DOT Physicals and may not be copied or used without written permission.

8. Text Messages & Electronic Communications

By providing your phone number or email address, you consent to receive:

• Appointment reminders
• Service-related notifications
• Follow-up communications

Standard messaging and data rates may apply. You may opt out of non-essential communications at any time.

We are not responsible for delays or delivery failures caused by mobile carriers.

9. Limitation of Liability

To the fullest extent permitted by law:

• Polaris DOT Physicals is not liable for indirect, incidental, or consequential damages arising from use of our services.
• Medical certification decisions are made based on federal guidelines and clinical judgment.
• We are not responsible for employment consequences resulting from certification outcomes.

Nothing in these Terms limits liability where prohibited by law.

10. Third-Party Services

If drug testing or laboratory services are performed through third-party laboratories or partners, those services may be subject to additional terms and policies. Polaris DOT Physicals is not responsible for delays, errors, or decisions made by third-party providers.

11. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Florida, without regard to conflict of law principles.

12. Changes to Terms

We reserve the right to update or modify these Terms at any time. Updated versions will be posted on our website with a revised “Last Updated” date. Continued use of our services constitutes acceptance of any changes.