X-Ray inspections are documented via the EHSA Equipment Inspection function and the reports are generated and e-mail bursted to the Authorized Users. The steps for documentation, distribution, and notes about certain functionality are below.

  1. X-Ray Device/Equipment Record Information to Update
    • There are some items in the x-ray inventory record that must be updated before the report is generated.  These inventory records are found under "Equipment" > "X-Ray Devices" > "X-Rays"
      • Make sure the "Use" Code" and "Use Code Detail" fields are correct.
      • Ensure the "Maximum kVP" and "Maximum mA" fields are correct.
      • If there is additional descriptive information about a device to supplement the "Use Code" and "Use Code Detail", enter it in the "Additional Description" field.
      • Click the appropriate "Active" or "Inactive" radio button to reflect the current state of the device.  If the unit is also out of service, check the "Out of Service?" and record the date it was designated as such in the "Out of Service Date" field.
      • Update the "Department", "Building", and "Lab" fields, if applicable.
      • Click "Save".
  2. Special Note for Surplused Devices
    • If a device is found to have been previously surplused at the time of the inspection, highlight the device record under "Equipment" > "X-Ray Devices" > "X-Rays" and then click the "Archive" button.
    • Click "Yes" when the pop-up appears asking to confirm the archival.
    • This must be completed before running the inspection report for the surplused/archived device. 
  3. Inspection Report Generation, Review, and Distribution to AU
    The basic process for documentation involves generating a hard copy that will be reviewed, physically signed by a reviewer and the Radiation Safety Officer, and then filed in the applicable hard copy x-ray device file.  After the review is completed, a digital copy of the inspection report is then e-mail-bursted from EHSA to the AU.  To accomplish this, there are two versions of the report available in EHSA for active/inactive/out of service devices, and two versions of the report for devices found to have been surplused at the time of the inspection.  

    • Before running the reports, go to "Inspections">"Equipment Inspection Results" and select Xray in the "Equipment Type" field and "Pending" in the "Status" field.
      • In the "Status" column, change the value from "Pending" to "Complete"
    • Create History Record for X-Ray Device Inspection
      • From the "Equipment Inspection Results" screen, click the green "Create History" button in the "Linked History" column.
      • Select the appropriate "History Type", enter the inspection date, indicate "Pass" in the "Result" field, and select the name of the person that did the inspection in the "Performed By" field.
      • Click "Add Histories"
      • The green "Create History" button will now be a blue "View History" button.
    • Active/Inactive/Out of Service Devices
      • Click on the "Inspections" link in the top menu bar
      • In the "Equipment Inspections" section, click on "X-Ray Device" under "Reports" to expand the list of reports available.
      • Click on "XRAY Equipment Inspection Letter-Review Version" and select the date range that includes the date of the inspection(s) for which you'd like to generate the report.
      • Print the report.  You will find that at the end of the RS-110 that the "Reviewed By:" and "RSO Review:" fields are blank so they can be physically signed.
      • After getting the reviewed/signed hard-copy back.
      • Run the report "XRAY Equipment Inspection-E-mail Version".
        • Select "Researchers/PIs" in the Email Burst Report pop-up and click "Next"
        • In the "Burst?" column select the check box for each AU that you want a report to be emailed to
        • In the "E-mail" tab, select "Reports" from the "Category" drop menu.
        • Select "XRAY Equipment Inspection Letter" in the "Template" drop menu.
          • This template currently defaults to the "From" and "BCC" fields indicating darrell.neal@ehs.gatech.edu.  Change these if needed.
          • Click on the "Email Body (cont.)" link to the left and update the signature lines if needed (Darrell Neal is currently indicated).
        • Click "Send"
    • Archived/Surplused Devices
      • Click on the "Inspections" link in the top menu bar
      • In the "Equipment Inspections" section, click on "X-Ray Device" under "Reports" to expand the list of reports available.
      • Click on "XRAY Equipment Inspection Letter-Surplus Review Version" and select the date range that includes the date of the inspection(s) for which you'd like to generate the report.
      • Print the report.  You will find that at the end of the RS-110 that the "Reviewed By:" and "RSO Review:" fields indicate "Signature on File".
      • After getting the reviewed/signed hard-copy back.
      • Run the report "XRAY Equipment Inspection-Surplus E-mail Version".
        • Select "Researchers/PIs" in the Email Burst Report pop-up and click "Next"
        • In the "Burst?" column select the check box for each AU that you want a report to be emailed to
        • In the "E-mail" tab, select "Reports" from the "Category" drop menu.
        • Select "XRAY Equipment Inspection Letter" in the "Template" drop menu.
          • This template currently defaults to the "From" and "BCC" fields indicating darrell.neal@ehs.gatech.edu.  Change these if needed.
          • Click on the "Email Body (cont.)" link to the left and update the signature lines if needed (Darrell Neal is currently indicated).
        • Click "Send"