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Frequently asked questions about the X-ray Equipment program.

The frequency of inspection is determined by your facility type. Most facilities will be inspected every three years. The exception to this is for dental offices, which are inspected every five years and hospitals which are inspected every two years.

Customers are greatly encouraged to contact ODH by calling 614.995.4727 or e-mailing xrayreg@odh.ohio.gov  for assistance or to answer any questions concerning x-ray registration or inspection.

You may use your x-ray equipment as soon as you possess a valid, current Certificate of Registration. Your Individual Responsible for Radiation Protection will be able to print out your Certificate of Registration once you receive the confirming e-mail that your application has been approved. You will be inspected by the department within the first year.

A facility’s Individual Responsible for Radiation Protection may print out a Certificate of Registration at any time via the online system unless your account is past- due or you have not passed your last inspection. Once you are found to be in compliance, your online record will have a button marked “Print Certificate” which will create a PDF file that you can print and post. We have not mailed Certificates of Registration since August 2010.

Only the facility’s Individual Responsible for Radiation Protection has the authority to amend the customer record. We have made each customer’s record available online to the designated Individual Responsible for Radiation Protection onsite via ODH Gateway. Access your account on the ODH Gateway, select X-ray Registration and follow instructions on the top right-hand side of the screen to amend your record.

Complete the Individual Responsible for Radiation Protection Change form HEA5526 and submit the form to xrayreg@odh.ohio.gov or fax to 614.644.8526.

If you move your entire facility’s x-ray units, you must submit a Source Address Change form HEA0152 fifteen (15) days prior to your move. Customers are required to possess a valid current registration for each physical address where radiation-generating equipment is located. Registration for equipment is by each address, not by each separate piece of x-ray equipment.

Yes. If you add or remove any x-ray units, you must amend your online registration within fifteen days prior to making any changes which would render the information contained on your Certificate of Registration no longer accurate.

Yes, if a facility adds equipment to an unregistered address or there is a change in the controlling entity of a facility, a new application is required.

Yes. All x-ray equipment must be registered with the Ohio Department of Health. Possession of x-ray equipment, in storage or rendered inoperable also requires a valid, current x-ray registration.

Contact X-ray Registration at 614.995.4727 to discuss your specific situation.

No, inspections are done routinely based on the date of your last inspection. You will be contacted in advance to schedule a mutually agreeable time to perform the inspection. 

The frequency of inspection is determined by your facility type. Most facilities will be inspected every three years. The exception to this is for dental offices, which are inspected every five years and hospitals which are inspected every two years.

All x-ray equipment must be registered with the Ohio Department of Health. Therefore, registrants possessing x-ray equipment or tubes in storage or in an inoperable condition must continue to register the equipment and pay the registration fee.

Yes. You must terminate your registration to relinquish your responsibility for the x-ray equipment if you no longer possess the x-ray equipment. You may submit an online termination amendment request via the online system if you are the Individual Responsible for Radiation Protection on record by reducing all tubes and stating TERMINATION in the COMMENTS box during the Tube Reduction process.  Or you may submit written termination documentation to the Ohio Department of Health by submitting a completed Termination form HEA5508 stating how all x-ray equipment was disposed and the appropriate contact information and date of transfer or disposal and submit to xrayreg@odh.ohio.gov or fax to 614.644.8526.

No. Registrations are not transferrable. If your facility has had an ownership change, the new owner must submit a new online application immediately with appropriate fee. Your facility will also be inspected again under the new owner’s information even if the previous owner was just inspected.

Whenever there is a change in ownership of a facility or change in controlling entity, thereby creating a new facility, the new owner must apply for registration and pay the fee. In most cases, a change in the Federal Tax Identification number (FTID#) indicates a corporate change and therefore, the new “facility” needs to register by completing the online application process, paying the application fee.  The “old” facility must provide termination information by completing the online termination or submitting a Termination form HEA5508

You can contact one of the organizations found on the Charitable Organizations list or the Equipment Disposal Companies list. You can also check with local hospitals or colleges to see if they would be interested in your equipment. You must notify the Department once you no longer have the x-ray equipment.

Registration renewal invoices payments are due upon receipt of the renewal invoice and payment must be received 30 days prior to the expiration date.

Yes. One invoice is for the renewal of your registration for the X-ray equipment you possess, which is required every two years. The second invoice is for the inspection that was performed on your equipment by an inspector for the Department of Health.  

Yes.  You may pay invoices online at https://odhgateway.odh.ohio.gov/ar/payment/payment .  You will need to verify your invoice number and your billing zip code during the payment process.

Only the facility’s Individual Responsible for Radiation Protection has the authority to amend the customer record. Each customer/facility is responsible for their online record. Assemblers/maintainers are not permitted access to individual customer registration records. We do not accept hard copy application, amendment or transfer and disposal forms signed or submitted by the installer/maintainer/assembler for changes to the Ohio facility’s online record.

Please remember your inspector’s name and contact information and contact the inspector directly if there is a need to re-schedule the agreed upon inspection date and time.

To properly prepare for your inspection, go to the Rule Guidance page and print and review the applicable documents. Have the necessary documentation stated in these documents ready for the inspector to review. Also, go to the Rules page and review all the appropriate rules. 

In most cases, yes. Most of our inspections are announced and scheduled in advance with each facility. However, the Department does have authority to conduct an unannounced inspection if there has been a complaint against your facility or if there is a reason to believe there are items of non-compliance or operating as an unregistered handler of x-ray equipment.

Inspections are done routinely based on the date of your last inspection. An additional inspection will be conducted when there is a change of ownership, additional equipment is installed, a change of address, request for an inspection or a complaint involving the registrant.

The frequency of inspection is determined by your facility type. Most facilities will be inspected every three years. The exception to this is for dental offices, which are inspected every five years and hospitals which are inspected every two years.

Please refer to Ohio Revised Code 3748.13 and Ohio Administrative Code 3701:1-66-02(I) for more information.  Here is a list of radiation experts who can conduct a shielding plan and survey or call 614.644.2727 for assistance.

Inspection Fees:   Inspection Frequency:  
Tube Type Fee Facility Type Interval
Assembler $  380 Assembler 3 years
First dental $  155 Chiropractic 3 years
Each additional dental $   77 Clinic/Urgent Care 3 years
First medical radiographic $  307 Dental 5 years
Each additional medical radiographic $  163 Educational 3 years
First radiation therapy <250kVp $  307 Hospital 2 years
Each additional radiation therapy <250kVp $  163 Non-medical 3 years
Each radiation therapy >=250 kVp $  610 Physician 3 years
Each veterinary $  240 Podiatry 3 years
Each non-medical analytical or cabinet $  120 Veterinary 3 years
Each non-medical $  240    
Each non-medical >250kVp $  610    
Hospital 1-10 tubes $  960    
Hospital 11-25 tubes $1,800    
Hospital > 25 tubes $2,640    

 

As a Registration customer it is the responsibility of your facility’s Individual Responsible for Radiation Protection to manage your record online via the ODH Gateway. Each facility’s Individual Responsible for Radiation Protection has sole responsibility to manage the Ohio Department of Health X-ray Registration online record and ensure all information reported is current.

ODH Gateway -  https://odhgateway.odh.ohio.gov