How to Register an X-Ray Machine in New York City: A Simple Step-by-Step Guide
- 5 days ago
- 3 min read
Updated: 4 days ago
Opening, buying, moving, or changing an X-ray facility in New York City can involve several radiation-control steps. This guide puts the ordinary registration sequence, official links, timing, fees, and records in one place.
Heartland Physics can help organize X-ray registration information and technical records. Shielding design must be performed by a person who meets the jurisdiction's qualification rules; Heartland provides shielding services only where its current authorization and qualifications cover the project.
Quick answer
New York City has its own radiation-equipment registration program. Facilities using radiation-producing equipment for patient diagnosis or treatment need a current Certificate of Registration from the NYC Department of Health and Mental Hygiene.
The standard registration fee is $100 and the certificate renews every two years.
Start here: official forms and filing links
Use the official links below for the current application, instructions, or radiation-control program page. Forms, fees, and filing systems can change, so use the current agency version rather than an old saved copy.
What to gather before you start
• Facility legal name, physical location, mailing/billing information, and responsible owner or operator
• Each X-ray machine's manufacturer, model, serial number, tube information, room/location, and intended use
• Radiation Safety Officer or other responsible-person information when requested
• Shielding plan, room drawing, workload/occupancy assumptions, or plan-review documentation when applicable
• Installer or assembler reports, acceptance testing, inspection/calibration records, and applicable professional credentials
• Current application fee or payment information
Step-by-step instructions
Step 1: Handle the room and shielding requirements
Address room shielding and radiation-protection requirements before installation. NYC also requires technical documentation with the registration: dental, podiatric, and veterinary facilities have inspection requirements before patient use, while other clinical facilities generally submit a medical physicist report documenting initial quality-control testing.
Step 2: Complete the registration application
Use the NYC Radiation Producing Equipment Certificate of Registration application and list all radiation-producing machines at the facility. Gather the administrative insurance documents and technical documents identified by the permit instructions.
Step 3: Submit the application and fee
Apply through the NYC online licensing system or another currently accepted method shown by DOHMH. New applications are not accepted by mail. Pay the registration fee and upload the required supporting documents.
Step 4: Complete the post-filing requirements
Do not use equipment on patients until the required registration and applicable inspection or physicist documentation are complete. Keep the certificate, technical reports, machine inventory, and inspection records at the facility.
Step 5: Renew and report changes
Renew every two years. NYC states that the certificate expires two years from the end of the month in which the application was approved, and renewal reminders are generally sent in advance.
Cost
The standard Radiation Producing Equipment Certificate of Registration fee is $100 for two years. A separate certified registration for installations with linear accelerators is listed at $600 for five years. Confirm the current permit type before payment.
Regulatory contact
NYC DOHMH Office of Radiological Health: orh@health.nyc.gov; 718-786-6002.
Keep these records together
• Submitted application and payment receipt
• Current registration certificate, permit, license, inspection approval, or written regulator determination
• Shielding design, calculations, room drawings, and plan-review correspondence when applicable
• Installer/assembler paperwork, acceptance tests, calibration records, and equipment-performance reports
• Inspection reports, operating procedures, staff training, dosimetry, maintenance, and other records required for the facility
Important reminder
This is a practical guide to the ordinary radiation-machine process, not a substitute for the regulator's current instructions. Mammography, radiation therapy, mobile services, industrial radiography, research equipment, and other specialized uses can trigger additional permits, professional qualifications, inspections, or federal requirements.
Official source and review date
Heartland Physics last checked this guide against the official sources listed above on August 20, 2026.
For Heartland Physics project inquiries, email Lancer@heartlandphysics.com.