NSW radiation compliance: top 5 mistakes dental practices make – and how to avoid them

Running a dental practice in NSW comes with no shortage of responsibilities—and maintaining compliance with EPA radiation regulations is one of the most important for ensuring a safe working environment.

Yet even the best-run practices can fall into traps that leave them exposed to serious consequences, from safety risks to costly fines and penalties.

The good news? Most issues are easy to fix—they’re typically misunderstandings or oversights with straightforward solutions.

Radiation compliance isn’t just paperwork—it’s about protecting your team, your patients, and your practice from preventable risks.

After thousands of site visits and conversations with practice owners, principal dentists and practice managers, we’ve identified the five most frequently overlooked regulatory requirements in this article—and how your practice can stay on top of them.

1. Confusing a Radiation User License with a Radiation Management License

One of the most common mistakes we see is practice owners not realising that a Radiation Management License and a Radiation User License are two separate and distinct licences.

A Radiation User License is required for individuals who operate radiographic equipment, while a Radiation Management License is a legal prerequisite for any premises in NSW that own and operate x-ray apparatuses.

Note: A Radiation Management License and a Radiation User License are two separate and distinct licences.

If your practice owns an intraoral x-ray, OPG, or CBCT but doesn’t hold a valid Radiation Management License, it is considered non-compliant under NSW regulations.

💡 Avoid it: Make sure your practice holds a valid Radiation Management License. You can apply for it via the EPA’s eConnect portal.

2. Your x-ray equipment isn’t registered correctly

Every x-ray apparatus in your practice must be listed on your Radiation Management Licence, including details such as make, model, and serial numbers, so the EPA can track it throughout its lifecycle.

We often see practices that:

➡️ Install a new unit but forget to register it

➡️ Replace old equipment without updating the license

➡️ Have incorrect apparatus details registered

Are all x-ray apparatuses in your practice registered on your Radiation Management Licence?

💡 Avoid it: Review your Radiation Management License to confirm all your x-ray apparatuses are listed accurately. If updates are needed, log into your EPA’s eConnect portal and submit a variation request.

3. Letting Certificates of Compliance expire

In NSW, x-ray equipment must be compliance tested and certified by an EPA-accredited Consulting Radiation Expert after installation, and recertified every five years thereafter. Recertification is also required if the device is relocated or the tubehead is replaced.

You may have Certificates of Compliance on file, but if they expired six months ago, your equipment is no longer compliant. Even if it’s still functioning well, operating it without a valid certification puts your practice in breach of NSW radiation regulations.

💡 Avoid it: Review the expiry dates on your current Certificate(s) of Compliance. Set a renewal reminder—or better yet, share your renewal date with Gamma Tech. We’ll add it to our Compliance Calendar and notify you well in advance, so nothing slips through the cracks.

In NSW, dental x-ray equipment requires compliance testing after device installation and subsequently every 5 years. You're required to renew the certification if a device had a tubehead replacement, or has been relocated.

4. Inadequate or missing shielding

Not all x-ray apparatuses emit the same level of radiation. For example, upgrading from an OPG to a CBCT significantly increases both radiation dose and scatter. CBCT systems typically operate at higher energy levels and often require additional shielding in the surrounding walls—particularly when using large fields of view.

Relying on an outdated shielding report—especially one designed for older, lower-dose equipment—can result in surrounding areas receiving radiation exposure above legal limits, putting staff and patients at risk.

💡 Avoid it: When installing new equipment or modifying room layouts, carry out a Shielding Assessment in line with EPA Radiation Guideline 7—or seek guidance from your Consulting Radiation Expert. CBCT rooms are commonly classified as medium-risk and typically require a Shielding Report to ensure they meet safety standards.

You might be interested in this blog post: Upgrading from OPG to CBCT: Radiation Safety Considerations in NSW

5. Missing radiation warning signage

Radiation warning signage is one of the simplest—yet often overlooked—compliance requirements.

Because ionising radiation is invisible to the human eye, warning signs play a vital role in alerting bystanders to potential exposure risks. As outlined in Radiation Standard 6, your Consulting Radiation Expert is responsible for applying the appropriate signage during the compliance testing process.

💡 Avoid it: Make sure radiation warning signs are displayed on or near your x-ray equipment. If they’re missing or faded, contact your Consulting Radiation Expert to apply compliant signage.

Final thoughts: Compliance is protection

Radiation compliance isn’t just paperwork—it’s about protecting your team, your patients, and your practice from preventable risks. If you need support, Gamma Tech is here to guide you every step of the way.