A vendor cannot register X-ray equipment for another organization. The owner must send a completed Radiation Machine Registration Form (PDF) to the California Radiologic Health Branch within 30 days of acquiring an X-ray machine.

Yes. Within 30 days of any change of name, address, or the installation, receipt, sale, transfer, disposal or discontinuance of use of any X-ray machine, the owner must notify the California Radiologic Health Branch by sending a revised Radiation Machine Registration Form (PDF).

The surveys determine if the X-ray machines satisfy regulatory performance requirements. Annual surveys are required by the Department of Public Health's Radiologic Health Branch.

No. The organization requesting the survey of its equipment keeps the physics report on file at its facility for review by the Department of Public Health's Radiologic Health Branch.

At this time, MRI testing is not required by the State of California. However, some insurance companies will not reimburse unless the MRI unit is accredited (such as the American College of Radiology (ACR), etc). If the unit is accredited, it must be subjected to initial and annual physics surveys.

• Fluoroscopy and Cine — Testing of new equipment is required approx. 30 days after being put into service, then annually and after replacement of major system components.
• Mammography — Testing is required prior to the equipment’s first use, then annually and after replacement of certain components and/or specified repairs and adjustments.
• Other X-ray machines installed in hospitals — Testing of new equipment is required approx. 30 days after being put into service, then annually. If the X-ray machine is accredited, check with the accrediting body for the required frequency of testing.
• Ultrasound equipment that is ACR accredited must be tested annually.
• Nuclear Medicine sealed sources must be tested every 6 months.
• PET/CT can be done the same day but not at the same time.
• Most new equipment or equipment that has to be recalibrated must be checked by a Physicist prior to using or within 30 days.

For most units the following approximate timelines apply:

• Digital and Tomo mammography – 3 hours
• Stereo Breast Biopsy – 1.5 hours
• Computed tomography (CT) (ACR accredited, annual inspection) – 2.5 to 3.5 hours
• PET/CT (ACR accredited, annual inspection) – 3 to 4 hours
• PET only (one patient slot) – 1 hour plus the 3 hours other testing
• Cath Lab (each plane) – 1 hour
• IR Lab (each plane) – 1 hour
• EP Lab (each plane) – 1 hour
• R/F Room (2 tubes) – 1 hour per tube
• Radiographic room and portable – 1 hour per tube
• C-arm fluoroscopy – 1 hour
• Nuclear medicine survey – 2 to 4 hours (no patient interruption)
• ACR Nuclear camera – allow 6+ hours per head
• JC Nuclear camera – allow 4 hours per head
• MRI (ACR accredited, annual inspection) – 4 to 5 hours
• Ultrasound – 0.5 to 1 hour
• Dental units – 0.5 hour
• O-arm – 4 hours

• Digital & Tomo mammography – 3 hours
  • Needs to be blocked and need a tech available
  • For most repairs to mammo units that affect the dose or tube/detector change must be tested before seeing patients
• Stereo Breast Biopsy – 1.5 hours
  • For most repairs to stereotactic units must be tested before seeing patients
• Computed tomography (CT) (ACR accredited, annual inspection) – 2.5 to 3.5 hours
  • Needs to be blocked and need a tech available
  • After replacement of tube have 30 day time frame to get retested (can use in that time frame)
• PET/CT (ACR accredited, annual inspection) – 3 to 4 hours
  • Needs to be blocked and need a tech available
• PET only (one patient slot) – 1 hour plus the 3 hours other testing
  • Needs to be blocked and need a tech available
• Cath Lab (each plane) – 1 hour
  • Find its beneficial to block rooms
  • After replacement of tube have 30day time frame to get retested (can use in that time frame)
• IR Lab (each plane) – 1 hour
  • Find its beneficial to block rooms
  • After replacement of tube have 30 day time frame to get retested (can use in that time frame)
• EP Lab (each plane) - 1 hour
  • Find its beneficial to block rooms
  • After replacement of tube have 30 day time frame to get retested (can use in that time frame)
• R/F Room (2 tubes) – 1 hour per tube
  • Find its beneficial to block rooms
  • After replacement of tube have 30day time frame to get retested (can use in that time frame)
• Radiographic room – 1 hour per tube
  • Find its beneficial to block rooms
  • After replacement of tube have 30day time frame to get retested (can use in that time frame)
• C-arm fluoroscopy and portable – 1 hour
  • After replacement of tube have 30day time frame to get retested (can use in that time frame)
• Nuclear medicine survey – 2 to 4 hours (no patient interruption)
• ACR Nuclear camera – allow 6+ hours per head
  • Needs to be blocked and need a tech available
• JC Nuclear camera – allow 4 hours per head
  • Needs to be blocked and need a tech available
• MRI (ACR accredited, annual inspection) – 4 to 5 hours
  • Needs to be blocked and need a tech available
• Ultrasound – 0.5 to 1 hour
• Dental units – 0.5 hour
• O-arm – 4 hours
  • Needs to be blocked and need a tech available
  • After replacement of tube have 30 day time frame to get retested (can use in that time frame)

In general, all records should be kept for 3 to 5 years so that regulatory inspectors can review them.

Prior to a medical physicist visit, complete all quality control documentation. Keep it organized and available for inspection. If the documentation is missing or incomplete, it may be viewed as not having been done.

It is also important to be available to answer the medical physicist’s questions during the visit pertaining to QC & log books. This is important for Mammography, Fluoro and ACR testing of CT & MRI scanners.

They may want a Certification of Radiation Protection report done by a Physicist on new equipment being put into use.