Novallier FoxPath™ DRS

Program Update: What's Next?

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Radiation Manual Document Storage Instructions: In a separate desktop file or radiation document storage binder the following documents must be stored and readily available. For easy organization we suggest following the "12" divided sections guidance as it coincides with the Dental Radiation Safety Manual. Note: outdated or expired radiation related documents may be stored in an inactive radiation file as a way to demonstrate a history of compliance. Be sure to label/store as inactive so there is no confusion with current/active documents.

*Check your state regulations to see if they require a print copy of the entire radiation safety manual. A Novallier compliance specialist may reach out to you soon with additional instructions if needed.

Section 1

1. A current copy of the state required "Certificate of Registration" must be posted in your facility and a second copy in a desktop file or binder.
2. The "Quality Assurance Program" document must be printed/signed every 12 months by the Radiation Executive Officer/Radiation Safety Officer following the annual review of the digital radiation safety manual and state regulations for updates and changes.
3. The"Annual Employee Meeting"document must be printed, filled out and signed by all employees, then placed in a desktop file or binder.
4. The "Change of Policy Dissemination" document ONLY needs to be printed and signed if policy changes are made that differ from the current written safety procedures. If you do not make changes, it is not necessary to print this document.

Section 2

Store your state inspection reports in section 2. It is recommended that you store reports from the 2 most recent state inspections.

Section 3

A current, state-specific "Notice to Employees" (Included in the digital radiation manual in section 3) must be printed and posted in the facility where all employees can view it. It is recommended that it is posted near the current "Certificate of Registration".

Section 4

The state-specific regulations are integrated within the Dental Radiation Safety manual and unless your state specifies, they do not need to be printed.

Section 5

No documents are required to be printed in section 5. This section includes the Safe Operating Procedures that must be used to train all employees.

Section 6

1. This section includes the Instruction to Individuals and Radiation Device Requirements documents that must be used to train all employees, they do not need to be printed. The Equipment Training Sheets must be printed and signed by ALL licensed radiation equipment operators. The operators will need to sign all of the Training Sheets to demonstrate competency to operate the radiation generating devices.
2. If your facility has a Dental CT unit, the Dental CT Constancy Test form will need to be completed and signed ONLY by those licensed individuals that have been trained to complete the CT device quality control tests/checks as required by manufacturer specifications. Note: If your facility does not have a Dental CT unit, your manual will not include this document.
3. The Temporary Employee and Employee Pregnancy Notice documents only need to be printed as required for use by your facility.

Section 7

No documents are required to be printed in section 7. This section is designated to store the Report of Assembly documents (Federal document 2579) that must be provided by the dental service installer on the date of installation of radiation equipment.

Section 8

No documents are required to be printed from the digital radiation manual for section 8. The Radiation Device List is included within the digital radiation manual. A Floorplan of your facility that corresponds with the Radiation Device List must be stored in section 8.

The floorplan must include the labeled (Room/operatory numbers) locations with radiation equipment and the serial number of the equipment at each location. For example, Room #6 SN:100JK-0013) Note: You may upload your labeled floorplan to the digital radiation manual instead of storing it in the separate radiation binder.

Section 9

No documents are required to be printed from the digital radiation manual for section 9. The calibration/evaluation reports completed by your dental service provider should be stored in section 9. Check your state regulations for radiation equipment performance calibration/evaluation requirements and frequencies.

Section 10

The Protective Shielding Evaluations form must be printed and stored in section 10. Each facility must name a licensed individual to label and evaluate each protective apron through its' lifecycle. Most states require an annual evaluation, refer to your state regulations.

Section 11

No documents are required to be printed from the digital radiation manual for section 11. All licensed operators, including dentists, must have a current copy of their license/certification that permits their use of radiation generating equipment. Store a current copy for each licensed individual in section 11. Remove and store expired licenses/certificates and former employee's licenses in to the inactive radiation file.

Section 12

No documents are required to be printed from the digital radiation manual for section 12. Section 12 can store the Operator's Manuals for each type of radiation generating unit in your facility if available.

1. If your facility uses Dosimetry Monitoring devices, the reports, if printed, may be stored in section 12.
2. If your facility has a Dental CT unit, and your state regulations require Physicist/Expert evaluations at regular intervals a copy of those reports may be stored in section 12.
3. If your state regulations require Physicist/Expert evaluations prior to radiation equipment installations and/or remodels a copy of those reports may be stored in section 12.

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