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FITNESS-FOR-DUTY RECORD REVIEW

The question is the job description, not the diagnosis.

Fitness-for-duty record review services assemble what the evaluation has to answer: treating records, the employer file, documented restrictions and the medication history, set against the essential functions the job description names, each finding cited to its page. The fitness determination stays with the evaluator.

Click any row → the source page it cites
Fitness record digest · Case #IME-4812 documented
Adams, Timothy · employee record
342 pp / 2 packets received logged
11 duplicate pages removed free
p.140 — wrong patient quarantined
Pages 342 Documents 27 Cited 100%

The inquiry is limited by statute. The board or the agency decides.

We do not build for a case type until we can name the standard that defines a correct output and the person who grades the file against it. In fitness-for-duty evaluations, both are already published.

The standard and the referee
The rulebook
  • The Americans with Disabilities Act at 42 U.S.C. §12112(d)(4), which permits a medical inquiry of a current employee only where it is job-related and consistent with business necessity
  • The EEOC Enforcement Guidance on Disability-Related Inquiries and Medical Examinations of Employees under the ADA, which sets how narrow the inquiry has to stay
  • The employer’s or agency’s own published fitness standard, and where the role is regulated, 49 CFR Part 391 Subpart E for commercial drivers or 14 CFR Part 67 for airmen
  • The state licensing board’s health or impaired-practitioner program rules, where the referral comes from a board rather than an employer
The referee
  • The employer or agency making the return-to-work, restriction or removal decision
  • The licensing board or its monitoring program, on a practitioner referral
  • The arbitrator, civil service commission or the EEOC, where the decision is challenged as exceeding the permitted inquiry
An evaluation reversed because it reached medical history the job description never justified From 10¢ to as low as 5¢/page here, duplicates free
Fitness record digest · Case #IME-4812 cited 100%
Packet342 pp / 2 packets · 11 deduplicatedlogged
Essential functionsJob description mapped to record findingsindexed
Documented restrictionsWho wrote them, when, and for how longcited
Scope boundaryEntries outside the referral questionflagged
Digest delivered · cited 100% · no fitness determination
How it works

3 steps between the record and the determination.

01

Send the referral and the records

The referral question, the job description, treating and specialist records, occupational health and employee assistance files, medication history and any prior restrictions, in any format.

02

Get the digest back, mapped to the job

Findings set against the essential functions the job description names, restrictions carried with their author and date, and entries that fall outside the referral question flagged rather than folded in.

03

The evaluator determines fitness

The examination and the fitness opinion are the evaluator’s. The employer or board makes the employment decision. The digest is the cited record beneath both.

The boundary, in writing

A cited record, not a fitness determination.

We assemble and cite what the record documents against the functions the job description names. We do not examine the employee, determine fitness, set restrictions, or advise on any employment decision. Those are the evaluator’s and the employer’s, and they carry the legal exposure.

The failure mode in these files is scope, not accuracy. A review that wanders into medical history the job description does not justify creates the ADA problem it was meant to avoid, so out-of-scope entries are flagged as out of scope rather than summarized into the narrative.

Audit trail · Case #IME-4812 exportable
08:12Packet received · 342 pp / 2 packetssystem
08:3111 pages deduplicatedsystem
08:44p.140 flagged — wrong patientsystem
08:54Fitness record digest complete · digest delivered · cited 100%system
09:20Fitness record digest reviewed · citations verifiedreviewer
09:26Fitness record digest exported · report structure assembled by the evaluatorreviewer
Every access logged · file deleted 30 days after delivery
Why Medrecords AI

The rules the platform never breaks.

Medrecords AI EVERY LINE CITED
CASE #IME-4812 · ADAMS, T.342 pp
2/14 — ER visit, right knee p.4
4/18 — arthroscopic surgery p.61
p.140 — wrong patient quarantined
Medrecords AI
Read every page · cite every line

HIPAA, under a signed BAA

Every file is handled under our Business Associate Agreement, from the first byte.

Never trains a model

Your records are never used to train any AI model — ours or anyone else's.

Every line cited

If we can't cite it, we don't say it. Every sentence links to its source page.

Deleted after delivery

Files are deleted 30 days after delivery, with a full audit log of every access.

Powered by the platform

7 capabilities behind every fitness record digest.

The fitness record digest is one deliverable of the same platform that reads, sorts, and cites the whole record.

Medical Records OCR

Occupational health files, treating records and the employer file are read in full, including handwritten return-to-work notes.

IN ACTION · 480 pp / 5 sources, read in full

Medical Chronology

Restrictions assemble in date order with their author, so a stale limitation from three years ago does not read as current.

IN ACTION · first restriction → current status, one timeline

Verifiable AI Citations

Every finding links to its page, so a determination challenged before a board or an arbitrator is answered from the record.

IN ACTION · digest → cited 100%

Medical Summary Reports

It exports into the evaluator’s report structure or the agency’s own fitness report form.

IN ACTION · digest → report structure

Medical Record Deduplication

Forty charts pulled from multiple practices and EHR migrations carry their share of duplicate visit notes. Each is matched and collapsed to one canonical record, so the prescribing pattern is read once per real encounter.

IN ACTION · 40 charts → duplicate visit notes collapsed to 1 record each

Missing Records Identification

A prescribing pattern read across 40 charts is only as sound as the file behind it. When a chart references a visit, refill, or referral that never made it into the production, the gap is flagged before the pattern goes to the board.

IN ACTION · prescribing pattern cross-checked → gaps flagged before submission

Cross-Exam Simulator (beta)

A board investigator or defense counsel builds a case from the chart abstraction. This beta tool maps the questioning a physician facing that hearing is likely to face on the gaps and pattern in their own record. A rehearsal tool, not legal advice.

IN ACTION · prescribing pattern → likely hearing questions mapped (beta)
FAQ

Fitness-for-duty review, answered.

No. Fitness is a clinical determination by a qualified evaluator, and the employment decision is the employer’s or the board’s. We assemble the cited record against the essential functions the job description names.

The job description drives the mapping, and any record entry outside the referral question is flagged as out of scope rather than folded into the narrative. What the evaluator does with a flagged entry is their call.

Yes. Where the role is regulated, the published standard is the map: Part 391 Subpart E for commercial drivers, Part 67 for airmen. The site carries separate pages for DOT and FAA certification files.

No. Medrecords AI does not retrieve records from providers or facilities. You bring the records you already have — review starts in minutes from upload. Retrieval vendors take days; you can keep yours and still cut the review to minutes.

Send one file. We'll tell you what we can read.

No obligation. If the case type is buildable we'll scope it; if it isn't, we'll say so.