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Frequently Asked Questions Concerning
X-Ray Equipment Registration & Inspection

The Ohio Department of Health, Bureau of Radiation Protection (ODH/BRP), X-ray Registration and Inspection Program introduced an online reference and management system in August 2010.  All business with ODH/BRP is now conducted online.  Hard copy forms for amendment or application are obsolete and registration customers are directed to obtain an ODH Gateway account for application and amendment of their registration records via the X-ray Registration System.

All applications, amendments and electronic payments are to be completed online by establishing an ODH Gateway account: https://odhgateway.odh.ohio.gov.  Online management access is granted to each facility’s Individual Responsible for Radiation Protection (IRRP).  

Registrations expire two years from the date of issuance. Invoice renewal fees must be paid at least 30 days prior to expiration date.

Customers are directed to create an account in the ODH Gateway to apply for registration in the X-ray Registration System, to amend their current registration or to print their Certificate of Registration.

REGISTRATION CERTIFICATES ARE NO LONGER MAILED. PLEASE ACCESS YOUR ONLINE ACCOUNT TO PRINT YOUR CERTIFICATE OF REGISTRATION.

Registration

1.  How do I access my online account?
As a Registration customer it is the facility IRRP’s responsibility to manage their record online. We do not accept hard copy application, amendment or transfer and disposal forms signed or submitted by the installer/maintainer/assembler. Only the facility’s IRRP has the authority to amend the customer record. We have made each customer’s record available online to the designated IRRP on site via our online system.

Set Up New User
Link Existing Account to Registration
ODH Gateway

2.  How do I change the IRRP, e-mail address or online access account?
Complete the IRRP Change form and submit the form or fax to (614) 466-0381 or xrayreg@odh.ohio.gov

3.  Do I have to register equipment I am not using, or if it is not operable or in storage?
Yes. All x-ray equipment must be registered with the Ohio Department of Health.

4.  How do I make changes or update my facility information?
Only the facility’s IRRP has the authority to amend the customer record. We have made each customer’s record available online to the designated IRRP on site via our online system. Access your account on the ODH Gateway.

5.  Can I use my equipment prior to getting my Certificate of Registration?
You may use your X-ray equipment as soon as you possess a valid, current Certificate of Registration. You will be inspected by the department within the first year.

6.  When will I get my Certificate of Registration?
A facility’s IRRP 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. 

7.  Why didn’t I get a new Certificate of Registration after my inspection?
A facility’s IRRP 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.

8.  Why was I sent two separate invoices for my equipment? Is this correct?
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.

9.  Can I pay my invoices electronically if I am not the facility’s IRRP?
Yes.  You may pay invoices online at https://odhgateway.odh.ohio.gov/epayment/invoicelist.aspx.  

10.  What do I need to do if I move?
If you move your entire facility’s X-ray units, you must submit a Source Address Change within fifteen 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 for each address, not by each separate piece of X-ray equipment.

11.  As an Assembler/Maintainer, how do I amend a registrant’s record?
Assemblers/maintainers are not permitted access to individual customer registration records. Each customer/facility is responsible for their online record. Online access is granted to each facility’s IRRP listed on the facility record. The IRRP has sole responsibility to manage the ODH/BRP record. 

12.  Do I need to notify the State if I change the number of X-ray tubes I have?
Yes. If you add 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. (OAC 3701:1-38-03(K)). If adding additional equipment to a current registration, then the facility IRRP is required to amend the current registration via the online system. When a facility adds additional equipment, a new application is not required for an address already registered if the customer information does not change, simply add additional RGE to the existing registration.  Possession of X-ray equipment, in storage or rendered inoperable also requires a valid, current X-ray registration.

13.  What if I retire and still have possession of the X-ray equipment that is not being used or if I close my office?
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.

14.  Do I need to notify the State if I sell my practice or retire?
Yes. You must terminate your registration to relinquish your responsibility for the X-ray equipment. In order to terminate your registration, you must submit written documentation to the Ohio Department of Health along with a completed Termination form HEA5508. Online terminations can be accomplished via the online system if you are the IRRP on record by reducing all tubes and stating TERMINATION in the COMMENTS box during the Tube Reduction process. Call (614) 995-2727 for assistance, or follow Termination instructions.

15.  How do I get rid of my equipment?
You can contact one of the organizations found on the Charitable Organizations list or the  Equipment Disposal Companieslist. These lists can also be found on the Guides page. You can also check with local hospitals or colleges to see if they would be interested in your equipment.

16.  If there has been an ownership change, can I continue to use the previous owner’s registration certificate as my own?
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.

17.  How to I affect an ownership change to my registration?
Whenever there is a change in ownership of a facility, 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 a change in the Social Security Number (SSN) indicates a different person. Therefore the new “facility” needs to register the new facility by completing the online application process, paying the application fee and be inspected.  The “old” facility must provide termination information by completing the online termination or submitting a Termination form.

18.  How can I manage my facility’s X-ray registration record if I do not have online access or internet connections?
Customers are greatly encouraged to contact ODH by calling (614) 995-4727 for assistance or to answer any questions concerning x-ray registration or inspection.

Inspection

1.  How often will I be inspected?
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.

2.  Do I need to call and schedule my inspections?
No, inspections are done on a routine basis according to your renewal schedule and you will be contacted in advance to schedule a mutually agreeable time to perform the inspection. 

3.  What if I need to change my inspection day?
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. 

4.  What do I need to have for my inspection?
To properly prepare for your inspection, go to the Guides 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. 

5.  Will my inspection be announced or scheduled?
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.

6.  Why am I being inspected again?
Inspections are done on a routine basis according to your renewal schedule (see Question #1). 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.

7.  Where can I find shielding requirements?
Please refer to Ohio Revised Code 3748.13 and Ohio Administrative Code 3701:1-66-02(I) for more information.  A list of radiation physicists who can conduct a shielding plan and survey is available at Radiation Physicists or call (614) 644-2727 for assistance.

Last Updated: 7/11/14