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Why We Wrote This Guide

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The old way of getting a doctor's note is broken. Getting a doctor's note used to mean:

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⏱️ Wasting hours in waiting rooms

💰 Paying expensive fees ($100+)

😓 Dealing with the stress when you're already sick

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The good news? Getting a doctor's note online is now:

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✅ Fast (often within minutes)

✅ Affordable (starting at just $29.99)

✅ Convenient (no travel or waiting rooms)

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What you’ll learn in this guide

• Doctors note basics
  
  • What Is a Doctors Note
  • When To Get A Doctor’s Note
  • What a Doctors Note Looks Like
  • When to Get a Doctors Note
• Legality of doctors notes and how to stay compliant
  
  • Laws Regulating Doctor’s Notes
  • Which Services Are Compliant
  • How to Spot a Scam
  • Legal Requirements by State
• How to get a doctors note
  
  • Your Options For How To Get A Doctor’s Note
  • Best Services For Doctor’s Note
  • How To Get A Doctor’s Note Online
• Employer requirements and common HR practices surrounding doctors notes
  
  • Can My Employer Request A Doctor’s Note?
  • What Employers Look For In Doctor’s Notes?
  • Do Employers Verify Notes and How Does Employer Verification Work?
  • How Do You Validate a Doctor’s Credentials?
  • What rights and protections do I have as an employee?
• FAQs
  
  • Answers to common questions

TLDR: This is the most comprehensive guide on doctor’s notes in 2025. It covers everything you need to know, including what to look for, how to get one, state laws/regulations, what employers look for and a lot more. Use our easy to navigate table of contents to find exactly the information you need!

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2. Doctor's Note Basics

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Why Get A Doctor's Note

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Doctor's notes are essential documentation for:

• Work absences - Most employers require proof for sick days
• School absences - Educational institutions need verification
• Insurance claims - May be needed for disability or compensation claims
• Medical accommodations - When you need workplace or academic adjustments
• Travel cancellations - Airlines and hotels often require medical documentation
• Legal proceedings - May be needed for court date rescheduling
• Fitness/gym memberships - To pause or cancel contracts due to medical reasons
• Caregiver documentation - When caring for ill family members
• Prescription verification - For certain medications or medical equipmet

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⚠️ Important: Some services won't provide notes for insurance claims due to liability concerns. Always check before paying.

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What Is A Doctor's Note

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A doctor's note is an official medical document that verifies you've been evaluated by a healthcare provider and provides formal documentation of your medical situation.

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Why people need doctor's notes:

• Verification of illness - Confirms you were genuinely sick or injured
• Proof of medical appointments - Documents you visited a healthcare provider
• Validation for time off - Justifies absence from work or school
• Legal documentation - Provides evidence for insurance or legal matters
• Authority requirement - Many organizations require official medical documentation

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What information it contains:

• Your name
• Date of examination/consultation
• General reason for absence (without private details)
• Recommended time off
• Provider's signature and credentials

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What a doctor’s note is not

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Think of a legitimate doctor’s note as permission slip from the doctor approving you to be excused from work or school. It’s not a detailed or formal medical document and it may not be appropriate for all situations. Here’s what it shouldn’t—and legally can’t—be:

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Here is a glossary of common terms you might see that are related to doctor’s notes:

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Pro tip: When requesting a note, be clear about your symptoms and why you need documentation.

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What Does A Doctor's Note Look Like

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A legitimate doctor's note always includes:

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✓ Professional letterhead

✓ Doctor's name and credentials

✓ Contact information for verification

✓ Doctor's NPI/license information (for verification)

✓ Patient name

✓ Date of visit/consultation

✓ Specific days recommended off from work/school

✓ Clear return-to-work/school date

✓ Signature

✓ Timestamp showing when the note was signed

✓ Security features (often a watermark)

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For a more complete guide on What A Doctor’s Note Looks Like read our full guide here. If you need a template that you can use in your own private practice check out our Doctor’s Note Template Generator here. Important: The ability to verify the provider's details using their NPI (National Provider Identifier) or license information is a critical feature of legitimate notes.

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When To Get A Doctor's Note

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You should get a doctor's note when:

• 🏢 Your employer requires it for extended sick leave
• 🏫 Your school needs verification of medical absence
• 🦽 You need accommodations due to a medical condition
• 📝 You're filing claims for disability or worker's compensation
• 👨‍👩‍👧 You need to care for a family member with a medical condition

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What you'll need to provide:

• Full name
• Reason for absence
• Symptom details
• Requested leave dates
• Employer/school contact (sometimes)

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⚠️ Important Policy Considerations:

Some situations require more thorough medical evaluations which affect which services you can use:

• Medical accommodations typically require certification of a specific disability, which often necessitates an in-person evaluation
• Disability claims usually need comprehensive documentation that a provider may only feel comfortable with if they’ve evaluated you in person or may require more thorough gathering of information - limiting which services are available to you.
• FMLA documentation generally requires detailed medical assessment
• Worker's compensation typically requires physical examination

Always check the specific policy requirements for your situation before choosing a doctor's note service. In many cases, for comprehensive evaluations, in-person visits may be necessary.

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3. How To Get A Doctor's Note

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What Are Your Options For Getting A Doctor's Note?

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Choosing the right option depends on your specific situation. For most simple absences asynchronous telehealth visits are the most affordable and quickest way to get a legitimate note. Check out our chart below to find the best service given your situation.

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⭐ RECOMMENDED FOR 95% OF CASES ⭐

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📱 Asynchronous Telehealth (No Video)

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Best for:

• Simple absences due to common illnesses
• Minor injuries or ailments
• Routine medical documentation
• When you need documentation quickly
• Straightforward situations not requiring extensive evaluation
• Most standard work or school absence notes

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💻 Live Telehealth Visit (With Video)

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Best for:

• Conditions that need visual assessment but not physical contact
• Follow-ups for existing conditions
• Mental health documentation
• When you need to speak directly with a doctor but can't visit in person
• Situations requiring real-time medical consultation

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🏥 In-Person Visit

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Best for:

• Complex medical conditions requiring physical examination
• Chronic illness management
• Situations requiring specialized testing
• When you need comprehensive medical documentation
• Employer policies that specifically require in-person visits

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🏥 Instant PDF or Scam Services

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These services are not compliant and should be avoided at all costs or you could get into legal trouble and potentially have serious ramifications for your employment.

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Best Services For Getting A Doctor's Note

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Our most recommended option for a simple absence is using an online service that does asynchronous visits. It’s the fastest and most affordable way to get an online doctors notes.

What to Look For in an Online Doctor's Note Service:

• ✅ Board-certified doctors licensed in your state
• ✅ HIPAA compliance for privacy protection
• ✅ Employer verification services
• ✅ Money-back guarantee
• ✅ Positive reviews on third-party platforms
• ✅ Clear pricing without hidden fees
• ✅ Fast turnaround times

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Why Online Asynchronous (No Video) Notes Are More Affordable:

• 💰 No facility overhead costs
• ⏱️ More efficient doctor time usage
• 🔄 Streamlined administrative processes

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We built TrustMedical in order to create a more convenient and affordable way for you to get a legitimate doctor’s note and focus on your health. Additionally, we’re helping doctors by alleviating burden on traditional healthcare organizations (i.e. hospitals, doctor’s office). Lastly and not least HR teams love us because we make it easy to verify a notes authenticity and we’re aware of and compliant with HR policies around the country. 

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Steps To Get A Doctor's Note Online

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Below we break down a simple step by step on how to get your doctors note online. For a more comprehensive review of how to get a doctor’s note online and your options check out our article here.

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Step 1: Choose the Right Provider

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First, check your employer requirements, your state laws, and determine your specific situation.

• Is this a simple absence or something more complex (i.e. FMLA, jury duty)?
• Does your employer require specific medical details?
• Does your employer require in-person examination?
• What documentation format do they accept?

Then, compare services to find the best one for you. Here are some factors worth evaluating them on:

• ⏱️ Speed - How quickly can you get your note?
• 💰 Price - Most legitimate services cost $25-$50
• ✅ Verification - Do they offer employer verification?
• 👨‍⚕️ Medical team - Are they using licensed providers?
• ⭐ Reviews - What do other customers say?

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Step 2: Complete Your Medical Intake

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Once you’ve chosen a service you’ll need to complete a medical intake. The intake form will usually ask about:

• Your symptoms
• Duration of illness
• Requested time off
• Basic medical history
• Contact information

⚡ Quick Tip: Trust Medical's intake form takes just 3 minutes to complete.

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Step 3: Provider Evaluation Process

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Once you’ve submitted your intake the process typically will look like:

1. Your form is routed to a licensed doctor in your state
2. The doctor reviews your symptoms and requested absence
3. They decide whether to approve your note
4. If approved, they digitally sign your documentation

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Step 4: Receive Your Note

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Your doctor's note will be delivered with:

• ✅ Official letterhead
• ✅ Doctor's signature
• ✅ Reason for absence
• ✅ Contact information for verification
• ✅ Authentication watermark

⏱️ Delivery time: Often within minutes via email

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4. What Makes A Doctor's Note Legitimate and How To Stay Compliant

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Legal Regulations Services Need To Comply With

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For a doctor's note to be considered legitimate, it must meet these standards:

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Did you know? You don't always need an in-person visit for a legitimate note.

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‍Virtual or asynchronous (i.e. no video) consultations are a great option when you need documentation for simple absences (i.e. basic illness or doctor’s appointment)

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What Is HIPAA And Why Does It Matter?

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HIPAA - Health Insurance Portability and Accountability Act of 1996, is a US federal law that protects the privacy of patient health information. Telehealth services are required to comply with these requirements as part of federal law. Meaning:

• They can’t share your personal health information with your employer
• They are required to use secure systems to protect your information and your privacy

Legitimate services can explain to you how they comply with HIPAA and typically advertise that they meet those standards on their website. 

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What Is NPI, Medical License and Why Do They Matter?

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What is NPI?

‍An NPI, or National Provider Identifier, is a unique 10-digit identification number issued by the Centers for Medicare & Medicaid Services (CMS) to health care providers in the United States. It’s typically used in transactions related to insurance and to standardize identifying medical providers. 

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In the context of a doctor’s note you can use it to verify that your provider is a legitimate healthcare professional. That said it, won’t tell you if they are licensed in your state or they are in good standing. Here is how to check a providers NPI number.

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What is a Medical License Number?

‍A medical license number is a unique identifier issued by a state to a healthcare professional, confirming their legal authority to practice medicine within that area. This is important because in order for your doctor’s note to be valid your doctor must be licensed in the state you are residing in and their license must be active.

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‍License numbers are different from a National Provider Identifier (NPI), which is used for billing purposes and is not specific to a state's authorization. You can check if a doctor’s license number is in good standing for each state through their online portals.

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Which Services Comply With Legal Requirements

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There are several services that are compliant and some obvious ones that are not. Check out our chart below:

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How to make sure you’re working with a compliant service before you pay?

1. Check the website to find real providers → Companies should have their doctors listed on the site and you should be able to validate these doctor’s presence online in other places outside of the website.
   
   
2. Look for HIPAA language →  The service should advertise that they are HIPAA compliant. If you want to go the extra mile you can ask them how they adhere to HIPAA requirements.
   
   
3. Ask about employer verification and validating doctor’s → A real service will give you a phone number or email HR can use. It will also be relatively easy to speak to real people and they won’t hesitate to give you information that allows you to confirm the doctor’s credentials.
   
   
4. Money back guarantee → The best telehealth platforms will give you a refund if an employer rejects a note for any reason

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How To Spot A Scam Doctor’s Note

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🚩 Red Flags of Fake Doctor's Note Services:

• No licensed providers listed
• No verification process
• "Free" template downloads
• Promises notes with zero medical information
• No mention of HIPAA compliance
• Poor reviews or frequent rejections
• Generic, unprofessional templates

⚠️ Warning: Using fake notes can result in termination, academic discipline, or even legal consequences.

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What Are The Legal Requirements By State?

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U.S. federal law (HIPAA, ADA, FMLA) sets the privacy floor, meaning they provide basic protections for every patient. That said, every state can layer on its own sick-leave or verification rules. States set their own rules on when employers can demand a note and who pays for it.

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Example – New York Paid-Sick-Leave Act: employers may request “reasonable documentation” only after three consecutive workdays of absence and must cover any cost associated with obtaining that note.

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Key takeaways

1. Most paid-sick-leave states either use a 3-day threshold or employers discretion. If an employer demands a note earlier in a 3-day state rule, the cost is shifted to the employer.
   
   
2. Even in discretionary states, employers can’t ask for your diagnosis— remember PHI still applies and is protected at the federal level. Employers can only verify absence dates.
   
   
3. City ordinances (e.g., Chicago, Philadelphia) can override state rules with stricter limits.
   
   

🔍 Need to know the exact regulations or your state? Check out our full article with a detailed heatmap on doctors note laws by state.

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5. How To Make Sure Your Employer or School Approves Your Note

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Can My Employer Request A Doctor’s Note?

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The short answer is it depends —- on your states laws and regulations. Most states either fall into employer discretion - meaning they can request one whenever as long as they apply the policy consistently with all employees. Other states can only request a note after three or more days of absence. You can read our full breakdown of state laws to see what are the rules in your state relating to doctors notes here.

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What Will My Employer Look For In A Doctor’s Note?

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There are a few things that all employers will check to validate your note. Your doctor's note must include:

• ✅ Doctor's full name
• ✅ Valid medical license number and NPI number
• ✅ Professional contact information
• ✅ Specific absence dates
• ✅ General reason for absence
• ✅ Official signature of licensed healthcare professional
• ✅ Method to verify authenticity of the note

Legal tip: Employers cannot legally require detailed medical information—this violates HIPAA privacy laws. 

If an employer suspects your note is forged the first thing they will do is call the verification number so it pays to work with a service that has a verification service they can use. 

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How Does Employer Verification Work?

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Employer verification is extremely important. HR teams won’t always use it but often as a matter of routine or when they suspect something is off they will call the contact information on the note to verify the authenticity of it. 

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Here is how employer verification works:

1. Employer calls the number on your doctor's note
2. Medical office confirms the note was issued
3. Basic details are verified (name, date, general reason)
4. Additional health details require your explicit authorization in writing
5. Employers will sometimes request NPI or license numbers and then perform a check to make sure the licensed healthcare professional is real and they are in good standing

What to tell your employer if they need to call to verify the note:

• The verification number is on the letterhead
• For telehealth services, this may be a virtual front desk where a team provides customer support for the doctor
• Some services (like Trust Medical) can provide the doctor's direct line if requested

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Common HR Policies and Mistakes To Avoid

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HR departments differ wildly but here are some common situations we see and common mistakes to avoid:

• ❌ Waiting until after your absence - Request notes in advance when possible (Trust Medical can provide retroactive notes up to 10 days)
• ❌ Providing incomplete information - Fill out intake forms thoroughly
• ❌ Using unverified templates - These can get you fired or in legal trouble
• ❌ Ignoring HR policies - Know what your employer requires
• ❌ Forgetting verification procedures - Be ready to explain how your employer can verify the authenticity of your note.
• ❌ Not knowing your rights - Remember HIPAA protects your medical privacy and employers have legal restrictions on what they can/can’t do.

Know your rights: If your employer demands detailed medical information, remind them that HIPAA protects your privacy. You can choose to provide more information, but it's not legally required.

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How Do You Validate A Licensed Healthcare Provider’s Credentials?

It’s pretty easy. For license numbers, every state has a database (pictured below).

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You simply need to obtain the license number and navigate to the page to perform the lookup. The same is true for NPI numbers. Check out our full guide on how to validate a licensed healthcare provider’s NPI and license number here.

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What Rights And Protections Do I Have As An Employee?

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Quick disclaimer: This overview is for informational purposes—always confirm details with HR or an employment-law attorney for your state.

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We included this chart because people request doctor’s notes for many different reasons. In many cases a doctors note is it exactly what you need. That said, there are many situations where you need more comprehensive documentation or more thorough medical assessments. Below we provide an overview of major laws governing employment to help you navigate what’s best for your situation.

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There are all kinds of situations you may find yourself in and needing an accommodation for your employer. A doctor’s note is a specific tool that can apply to many situations but you should understand your specific conditions, your HRs policy, and both federal/state law to make the best decision. If you are unsure, you can always reach out to support@mytrustmedical.com and we’d be happy to assist you and answer your questions!