Key messages

  • It is compulsory to hold a radiation management licence prior to taking possession of a dental radiation source (i.e. prior to conducting a radiation practice).
  • You must provide supporting documentation when applying for a new radiation management licence or applying to vary an existing radiation management licence.
  • From 6 September 2021 a Radiation Management Plan must be provided with all radiation management licence applications including new applications, variations and transfers.

Overview

A Radiation Management Licence is a mandatory requirement for any company seeking to possess any of the following X-ray apparatus used in dentistry:

  • Dental intra-oral X-ray unit
  • Panoramic and/or cephalometric radiography unit (OPG)
  • Dental 3D volumetric imaging unit (CBCT).

Multiple dental X-ray units can be authorised on a single management licence and a separate authorisation is required for each dental X-ray unit on the licence. In addition to authorising possession of dental X-ray units, the radiation management licence may also authorise other practices such as disposal or storage.

Applicants seeking a management licence for a practice involving a dental X-ray unit must practice must meet certain prerequisites prior to being issued with a management licence.

Prerequisites: what information do I include with my application?

The following documentation must be included with your application (electronic files can be attached with your application).

1. Establishment of identity and authorisation

A Radiation Management Licence can only be issued to a legal entity. In most cases the legal entity will be a registered company or a person.

If you are applying for a management licence under a company name you must provide:

  • A current Company Extract issued by the Australian Securities and Investments Commission (ASIC). The extract must display the ACN number and the name of the director(s) of the company. A registration of a business or ABN is not accepted as evidence of a legal entity.
  • If you are not a director of the company, then you must provide a Letter of Authority signed by a director of the company. The director must be listed on the ASIC company extract. A template for the Letter of Authority can be found on the Sample letter of authorisation page. The Letter of Authority will authorise you to do the following on behalf of the company:
    • Apply for a new management licence
    • Apply to vary an existing management licence
    • Submit a notification of acquisition and/or disposal
    • Discuss matters relating to the radiation management licence with the department.

If you are applying for a management licence under a person’s name:

  • Proof of Identity (Drivers licence or passport showing current physical address) of the person applying to be the licence holder. 
  • If you are applying on behalf of another person, then you must provide a Letter of Authority from that person. A template for the Letter of Authority can be found on the Sample letter of authorisation page. The letter must be signed by the person that is proposed to be the licence holder. The Letter of Authority will authorise you to do the following on behalf of the proposed licence holder:
    • Apply for a new management licence
    • Apply to vary an existing management licence
    • Submit a notification of acquisition and/or disposal
    • Discuss matters relating to the radiation management licence with the department.

2. A Radiation Management Plan

From 6 September 2021 a Radiation Management Plan (RMP) must be submitted when applying for the following a:

  • new radiation management licence
  • variation to an existing radiation management licence
  • transfer of an existing radiation management licence to another legal entity  

Please read the Radiation Management Plans page for details on the minimum requirements for RMPs.

If you are applying for a licence involving extra-oral radiation apparatus you must also include the following information in your RMP:

a) The name of the dosimetry service provider (DSP) that you will use
b) The centre  number assigned to you by the DSP.

The standard template for Dental RMPs can be used to assist you in preparing your RMP.

3. Shielding assessment – Extra-oral X-ray apparatus only

If you are applying for a licence involving extra-oral radiation apparatus you must submit a shielding assessment report with your application. A shielding assessment determines the minimum amount of shielding that is required in the walls, doors, floor and ceiling of the room in which the radiation source will be installed, to ensure that no person receives a radiation dose in excess of the relevant radiation protection limits specified in the Radiation Regulations 2017.

The assessment report must include the following:

  • Floor plan showing the room in which the radiation source will be installed and surrounding rooms.
  • Occupancy factors and purpose of surrounding rooms.
  • Methodology/references used in the assessment.
  • Shielding required for the operator.
  • Radiation apparatus workloads used in the assessment.
  • The location of any related equipment e.g. controls, protective screens, warning lights.

Conditions of licence

General and practice specific conditions of licence are mandatory requirements that apply to radiation management licence holders. It is important as a management licence holder that you understand and comply with all the conditions of licence that apply to your licence. Failure to comply with a condition of licence is an indictable offence under the Radiation Act 2005.

General Conditions of licence

Two general conditions apply to all radiation management licence. The general conditions relate to the reporting of incidents and the acquisition and disposal of radiation sources.

For more information on the general conditions, see the Disposal of radioactive material and X-ray equipment page.

Practice specific conditions of licence relating to cabinet X-ray units

Compliance with the Code of Practice for Radiation Protection in Dentistry a practice specific condition that applies to radiation management licences authorising the possession of dental X-ray units. Applicants must be familiar with its requirements.

Licence durations, licence fees, assessment process and timeframes

See the General information about management licences in Victoria page.

Is a use licence required for dental X-ray units?

Any individual wishing to use a dental X-ray unit must hold a valid use licence.

The use of a radiation source without the required use licence is an offence under the Radiation Act 2005. To apply for a use licence please visit the use licence section

Apply for a management licence or apply to vary an existing licence

All of the department's forms for applications are on-line forms. The form is completed online and automatically emailed to the department upon submission. Please remember to check what mandatory documents must be included with your application.

Complete the online form: Application for a new management licence

Complete the online form: Application to vary a management licence