How to register x-ray equipment on your Radiation Management Licence

You’ve just purchased a new x-ray unit. The installation team is booked, and the room has been assessed for shielding requirements — with a shielding plan completed where needed, barrier tags added, and shielding installed accordingly — and your Consulting Radiation Expert is lined up to complete the post-installation compliance testing of the apparatus.

Your radiation compliance checklist is almost complete—everything is on track, until you reach the next task: registering your new x-ray apparatus.

And that’s when the question hits:  “How do I actually register my x-ray unit?”

It’s a question we hear all the time. In New South Wales, every x-ray apparatus must be listed on the practice’s Radiation Management Licence (also known as your “RML”).

This step isn’t just an administrative box to tick—it’s a cornerstone of radiation safety, ensuring transparency and accountability across the profession.

In NSW, each x-ray unit must be registered on the practice’s Radiation Management Licence (RML) through the eConnect EPA portal.

Let’s take a closer look at why registering your radiographic equipment matters, and how to complete this compliance step with ease.

Why you’re required to register your x-ray equipment

By holding an RML, you’re declaring to the EPA that your dental practice owns and operates radiographic equipment—and as the governing body in NSW, they need to know exactly which machines are in your practice.

That’s why every single piece of x-ray equipment — intraoral units (wall-mounted and portable), OPGs, and CBCTs — must be registered on your Radiation Management Licence.

This is to ensure:

➡️ Every x-ray unit is traceable. 

If there are ever safety concerns, regulators know exactly where each unit is in use. They can track and monitor your machines effectively.

➡️ Practices remain accountable. 

Registration ensures there’s a record of who is responsible for each x-ray unit’s safe operation, maintenance, and compliance certification.

➡️ Radiation safety is upheld. 

With equipment being registered and linked to compliance certificates, regulators can verify that only safe, certified machines are being used on patients.

Put simply, registering your x-ray equipment is both a legal requirement and a safeguard for your patients, staff, and practice.

What you’ll need for registration

To add your x-ray equipment onto your Radiation Management Licence, you’ll need specific details from the machine itself. These can typically be found on stickers located on the tubehead and console.

Here’s what to record for each component:

✅ Console / Generator: Manufacturer, Model, Serial Number

✅ X-ray Housing: Manufacturer, Model, Serial Number

✅ X-ray Tube: Manufacturer, Model, Serial Number

Here are some sticker examples from different brands to give you an idea of what to look for:

To register x-ray equipment on your Radiation Management Licence, record the manufacturer, model, and serial number for the console/generator, x-ray housing, and x-ray tube — details usually found on stickers located on the tubehead and console.

💡 Tip: When purchasing new equipment, ask your supplier for these details upfront — they usually have them on file from the manufacturer, for their own tracking purposes. Alternatively, you can contact our team at Gamma Tech, we're always happy to help.

How to register your x-ray equipment in the EPA eConnect portal

All apparatus registrations are completed through the EPA’s eConnect portal, your one-stop-shop for radiation licensing in New South Wales.

Simply follow these steps:

1. Log into the EPA eConnect portal using your licence holder credentials. 

2. Select your Radiation Management Licence under your account.

3. Select ‘Vary’ and add new equipment details. 

   
   

Note: This applies only to new equipment. If you are adding a second-hand unit being transferred from another licence, please see the section below titled “Buying or selling second-hand x-ray equipment.”

4. Purpose: select Dental Diagnostic.

5. Equipment: Select the option that applies to your x-ray unit 

   1. Intraoral x-ray → Dental Radiography

   2. OPG → Panoramic Radiography

   3. CBCT → Computed Tomography

6. Enter the apparatus details (manufacturer details, model numbers, serial numbers).

7. Add the work area where the unit is located (e.g., “Surgery 1”, “CBCT Room”, or “portable device”).

8. Submit your application for a variation.

Once processed, the EPA will list the apparatus on your RML and assign a unique Radiation Regulated Material ID Number (RRM number). This number stays with the unit for its lifespan—even if it’s sold and transferred to another licence—until it is eventually decommissioned and disposed of.

A copy of your revised licence will be emailed to you, and you can also download it at any time from your eConnect portal.

💡 Note: Your application to add the new x-ray equipment to your RML should be lodged within 7 days of receiving the apparatus.

How to remove x-ray equipment from your RML

When an x-ray unit is decommissioned, it’s not enough to just remove it from your premises. The RRM number remains active, so you must notify the EPA to remove the apparatus from your Radiation Management Licence.

To do this:

➡️ Log into the eConnect EPA portal using your licence holder credentials.

➡️ Locate your Radiation Management Licence under your account

➡️ Select the specific RRM number, then choose “Vary” followed by “Dispose.” 

During this step, you’ll be prompted to upload the service report from the technician who carried out the disposal of the x-ray unit and attach it to the disposal application.

➡️ Submit your application for a variation

By keeping your Radiation Management Licence accurate and up to date—including when equipment is removed from your facility—you ensure ongoing compliance.

💡 Note for disposals:

When an apparatus is disposed of, it must be rendered permanently inoperable (e.g., by cutting all cables to the tubehead) and disposed of in accordance with the conditions on your RML and EPA guidelines. The disposal can be carried out by you or, more commonly, by a qualified technician.

Buying or selling second-hand x-ray equipment

When an x-ray apparatus changes ownership, the EPA requires both parties to update their Radiation Management Licences via the eConnect EPA portal. This transfer of regulated material from one licence to another is processed as a licence variation.

When buying or selling second-hand x-ray equipment, the apparatus must not only be exchanged physically but also transferred from one Radiation Management Licence to another.

If you’re buying or selling second-hand x-ray equipment, follow these steps to ensure the transfer of ownership is safe and compliant:

👉 Buyer adds the unit

The new owner must hold a valid RML before taking possession of the apparatus. They can add the unit by searching for its existing Radiation Regulated Material (RRM) number in the eConnect EPA portal. If you’re the buyer, be sure to obtain the seller’s RML number and the unit’s RRM number — you’ll need both to complete the transfer.

👉 Buyer renews the Certificate of Compliance.

Once relocated, the x-ray unit must be compliance tested and re-certified by an EPA accredited Consulting Radiation Expert (CRE) before it can be used on patients.

Radiation safety simplified

Registering your x-ray equipment can feel like just another admin task, but it’s an essential part of keeping your practice safe, compliant, and prepared in the event of an EPA audit.

At Gamma Tech, our mission is to simplify radiation safety for busy dental professionals like you. If you’d like help navigating the EPA eConnect portal or confirming the right apparatus details to upload, we’re here to make the process clear and stress-free.

Click here to contact our team today!