X-Ray Equipment Registration

Initial Registration of Your X-Ray Facility (for Brand New Facility Only)

How to Register

The links below contain the paperwork required to be completed and returned, with the appropriate fee, to initially register x-ray producing devices with KDHE.

About Initial Registration

  1. Any person who is not currently registered with KDHE and acquires possession of registrable x-ray producing devices is required to register those devices with KDHE within 30 days of the date of acquisition.
  2. X-ray producing devices installed at separate locations are required to have separate registrations.
  3. Upon receipt and approval of the initial completed registration form and the appropriate fee, a Certificate of Registration will be sent to the facility.
  4. Fees due are prorated depending on the quarter that the facility is registering the devices.

About Annual Registration

  1. After initial registration, annual registration materials will be mailed to the facility during the first week of January.
  2. Completed annual registration form and fee will be due on or before March 1st
  3. Upon receipt and approval of the completed annual registration form and fee, a new Certificate of Registration will be sent to the facility.

Registration of Additional, Replacement, Relocation, or Sale of Registered X-Ray Producing Devices

If a registered facility adds or replaces any x-ray producing devices or changes are made to any information on file with KDHE, such as facility name, address, etc., the facility (not the service provider) is required to notify KDHE within 30 days of the date the change is made.

How to Add X-Ray Producing Devices to the Inventory for a Registered Facility

Make a copy of the facility's Certificate of Registration, make the addition to the appropriate machine type, and mail the corrected Certificate of Registration, along with the appropriate prorated additional x-ray tube fee found in the Fee Calculation Sheet link below, to the address at the top of the Certificate. Upon receipt and approval, the x-ray producing device will be added to the facility's inventory on file with KDHE and an updated Certificate of Registration will be sent.

View the Fee Calculation Sheet (PDF).

Replacement of Registered X-Ray Producing Devices

If a facility replaces an x-ray producing device, the facility (not the service provider) is required to notify KDHE within 30 days of the date that the device was replaced. The facility is required to report the type of unit and the disposition of the unit that was replaced and the type of unit installed. This information should be reported on the X-ray Machine Status Form (and Affidavit, if applicable) can be found below:

Relocation of Registered X-Ray Producing Devices

Make a copy of the facility's Certificate of Registration, make the appropriate address corrections on the Certificate, and mail the corrected Certificate to the address at the top of the Certificate. Upon receipt, the information will be changed in our database and a new Certificate of Registration will be sent.

If a facility does not relocate all registered x-ray producing devices to the new location, any devices left at the old location will need to stay registered at that location and Initial Registration paperwork will need to be completed and sent to KDHE, along with the appropriate fee, for the new additional location.

Sale, Transfer or Donation of Registered X-Ray Producing Devices

If a facility sells, transfers, or donates registered x-ray producing devices to another person, the facility is required to notify KDHE within 30 days of the sale, transfer, or donation. The information should be reported to KDHE on the X-ray Machine Status Form at the link below:

Discontinuance of Use of Registered X-ray Equipment

If a facility ceases to use an inoperable x-ray producing device, for any reason, the facility is required to give written notice to KDHE of the cessation of use. The notice is required to be submitted within 30 days of the date that the facility ceases to use the inoperable x-ray producing device. If the inoperable x-ray producing device is sold, transferred, or donated to another facility or individual, the facility is required to provide the name and address of the recipient. The notification should be made using the X-ray Machine Status Form and, if applicable, the Affidavit of Disassembly below.

Please note - A stored x-ray producing device that is operational and capable of producing x-rays is not considered to be a nonregistrable device. If the facility ceases to use an x-ray producing device that is operational and capable of producing x-rays if powered on, it is required, by KDHE regulations, to remain on the facility's inventory and all fees paid. An inoperable x-ray producing device is a device that is broken or made inoperable so that if powered on x-rays cannot be produced.

Temporary Use of X-Ray Producing Devices (Request for Reciprocity)

Any person wanting to bring an x-ray producing device into the state of Kansas for temporary use (for less than 30 days in a period of 12 consecutive months) is required to give written notice to KDHE before bringing the device into the state. The annual fee for bringing an x-ray producing device into the state of Kansas on a temporary basis is $200. The link below is the form required for reciprocity notification for x-ray producing devices and is required to accompany the fee:

Please note - If an x-ray producing device is kept in the state of Kansas for a total of 30 days or more, in a period of 12 consecutive months, it shall be considered permanently located in the state and if the facility does not have an x-ray producing device registered with KDHE, the facility is required to register the device using the X-ray Registration Materials for New Facilities.

If the facility already has x-ray producing devices registered with KDHE, and the device will add to the inventory currently on file with KDHE, the facility will need to make a copy of their Certificate of Registration, make the addition in the correct category of machine types and send to KDHE the corrected Certificate, along with the x-ray tube fee.

Removal/Disposal of X-Ray Producing Devices for a Registered Facility

Whenever any person disposes of any x-ray producing device, the person shall give notice to KDHE of the disposal within 30 days. The notice shall include the date of disposal, the method of disposal and if transferred to another person, the name and address of the recipient.

Instructions for Reporting Removal/Disposal of X-Ray Producing Devices for a Registered Facility

  1. Make a copy of the facility's current Certificate of Registration and cross off under the appropriate "Machine Type" the "Number of Units Registered" and correct as appropriate for the number of units to be removed from the inventory on file for the facility
  2. Complete the X-Ray Machine Status Form (PDF)
  3. Send the corrected Certificate of Registration and the X-ray Machine Status Form to KDHE3
  4. Upon receipt of the corrected Certificate of Registration and X-ray Machine Status Form, the x-ray producing devices will be removed from the inventory on file with KDHE and if the facility still possesses additional registrable x-ray producing devices, an updated Certificate of Registration will be mailed to the facility

Documents

  1. FAQs For X-Ray Equipment Registration (PDF)
  2. Guidance on Disposal of X-Ray Equipment (PDF)
  3. X-Ray Consultant List (PDF)