​THE BASICS:

• Anywhere an x-ray is located or used a shield plan review, by a third-party physicist is required. 

  • This includes handheld x-rays for every room where they are used. 

• The state must acknowledge a shield plan for it to be compliant - this is what we often refer to as an LOA, or, Letter of Acknowledgement

• Drawings/Shield Plans must match the existing structure in order for a new installation to take place

• Shield Plans (even acknowledged ones) must have the name of the current owner listed when adding or replacing any x-ray equipment. Current plans suffice (for now) if no new equipment is added. 

• Shielding plans are listing recommendations and requirements for a room to prevent radiation exposure. It does not necessarily mean you are adding existing "shielding" (ie, lead, new drywall) to your already existing structure.

• We do the best we can to make recommendations prior to construction or room changes, and what we submit to the physicist is our best recommendation on what will pass through at the state level. 

  • Unfortunately, if the state denies or makes another requirement, this is out of our control.​

• Need to reach out to your local inspector? Look them up for your region here: https://radiation.ncdhhs.gov/Xray/staff.htm​

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WHAT TO DO IF YOU ARE A NEW OFFICE: ​

• Business Application Form Instructions: 

  • https://radiation.ncdhhs.gov/Xray/documents/RegForm_BusApp_Inst.pdf

  • NC DHHS BUSINESS APPLICATION FORM

• Follow guidelines pertinent to your office below. ​

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WHAT TO DO IF YOU DISPOSE OR SELL AN X-RAY:

1. DHHS requires proper disposal of x-ray tube heads.  information found here if you would like to review

2. HSD Service can help with the recycle kit required to dispose of the x-ray tube head safely if you need assistance. 

3. THIS FORM is the correct form for sending to DHHS when you Dispose or otherwise remove an x-ray from your practice. 

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WHAT TO DO IF YOU NEED TO UPDATE YOUR X-RAY REGISTRATION:

*Pro Tip: keeping your registration with NC DHHS current is up to each individual practice, dealers cannot  update practice registrations on your behalf, dealers only certify the x-ray for use after verifying required paperwork*

1. detailed flow chart on DHHS website for steps​

2. click here for the Healing Arts Registration form, if you are already established and have a current business app form on file.

3. THIS FORM is the correct form for sending to DHHS when you Dispose or otherwise remove an x-ray from your practice (noted in the section above). 

 

SPECIFICS FOR WALL MOUNTED INTRA-ORAL X-RAYS 

• double exposure buttons are often required

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SPECIFICS FOR HANDHELD INTRA-ORAL X-RAYS 

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Any new handheld x-rays require a shield plan and letter of acknowledgment (LOA) from the state of NC for anywhere the handheld is to be used.

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A waiver application must be submitted to the state of NC once the shield plan and and LOA are confirmed. Details for this form are below. Submit Waiver application to this address:  Waiver@dhhs.nc.gov​​

***An acknowledged shield plan for a wall mount x-ray may be used for a handheld application (this needs to include the shield plan for the specific room where the handheld will be used + NC LOA).  

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WAIVER APPLICATION LINKED HERE

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• Your email to the state must include the waiver application + the required shield plan documents and letter of acknowledgment. Do not forget to be sure to indicate in the box where you are using the handheld.

 

• ​In the subject line of your email, please reference the registration number, facility name and the reason for the email.  The waiver will be approved within 10 business days upon receipt (according to state. 

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• be sure to copy my email if this application is related to a new handheld you are waiting to have delivered. 

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​notes on filling out the application:

• The equipment purchase information would be "Henry Schein Dental, 625-102 Hutton Street, Raleigh, NC 27606"

• For "Dosimetry Provider" enter Henry Schein 135 Duryea Rd E-355, Melville NY as the dosimetry provider f you purchase your badges from Henry Schein. 

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what to expect after sending your application: ​

• After the waiver has been approved, you will receive an email with the approval letter from the state. If this is an application that is for a second device in your office, the state will usually only send a response in email, and not a new letter. 

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• Henry Schein will provide a 2579/report of assembly once we verify these documents have been submitted to the state (by you copying me on your email for the waiver application). Upon receiving your 2579 form, you should move to register your new handheld. 

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• Your office will need to add your new x-ray to your registration by sending in the Equipment-Form, Healing Arts. You will find that form here: https://radiation.ncdhhs.gov/Xray/documents/RegForm_HlgArt.pdf ​ 

  • When the form is completed, email that to xrayNORS@dhhs.nc.gov​

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• #4: NC requires documentation that proves any provider using the handheld x-ray has been properly trained. Be sure to document training dates in your radiation manual. Training varies by manufacturer.

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• #5: Print out ALL the documents referenced above and store in your radiation safety manual. Per NC Radiation Protection/DHHS you are not compliant and cannot use a handheld in your practice if you do not have everything on file and accessible to verify for your practice.​​

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SPECIFICS FOR 3D + CEPH X-RAYS: 

• After all of the handheld requirements 3D requirements are a breeze. 

• Shield Plan + LOA required, that matches the existing structure

• After install, the state of NC requires a post-installation inspection within 30 days of install by a third party physicist. Expect an average fee of around $800 from the physicist for this service. 

• Basic Room Requirements
  • at least two layers of 5/8" Gypsum Board​
  • A view window made from glass that is 1/2" thick or two layers equaling 1/2" thickness
  • Solid core door
  • door interlock or "dead man switch" to prevent machine from firing while door is open. 
  • Exposure button located in an area that can be pressed while viewing patient through view window. 

 

WHAT TO DO IF YOU NEED A SHIELD PLAN:

• I help facilitate paperwork submissions and shield plan designs as a part of every sale of a new x-ray.  There is a fee for new shield plan designs, but the rest of the legwork is on me.

• If you find your self needing a new shield plan for retroactive purposes, or any other reason I recommend the below contact.  Feel free to always include my name if you reach out to them. http://dpiphysics.com/ - info@dpiphysics.com​​

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