Radiation Inspections by Radiation Physicist and Radiation Saftey Officer Base Plus Four Option Years VAMC MUSKOGEE OK 74401
Statement of Work for Radiation Physicist Inspections and
Radiation Safety Officer
Background:
The Eastern Oklahoma VA Health Care System in Muskogee Oklahoma and Ernest Childers VA Outpatient Clinic (TOPC) is in need of a Radiation Physicist to conduct Radiation inspections and to serve as the Radiation Safety Officer (RSO).
Locations:
Eastern Oklahoma VA Health Care System (Jack C. Montgomery VAMC)
1011 Honor Heights Drive
Muskogee, OK 74401
Ernest Childers VA Outpatient Clinic (TOPC)
9233 E. 41st ST
Tulsa, OK 74145
Requirements for Radiation Inspections
Imaging Physics Surveys of Diagnostic imaging equipment as required by VA National Health Physics Program, and US Food and Drug Administration.
1. Furnish all labor, tools, phantoms, and equipment to perform annual inspections, tests, and calibrations according to the specifications listed below. All work is to be documented and done according to current American Association of Physicists in Medicine, FDA, and American College of Radiology requirements/guidelines. Prior to the first visit, contractor will submit a schedule and sample documentation sheets for the Contracting Officers Representative (COR) approval. All work will be conducted by or under the auspices of a qualified medical physicist (QMP). A Qualified medical physicist (QMP) is a person who is certified by the American Board of Radiology, American Board of Medical Physics, American Board of Health Physics, the Canadian College of Physicists in Medicine, or State Licensure.
2.All X-Ray, Computed Tomography (CT), and Nuclear Medicine units will be tested on an annual basis. Successive years may be performed at any time during the fiscal year if the test interval does not exceed 14 months past the previous survey.
3.QMP inspects x-ray, CT, MRI, and Nuclear Medicine equipment and lead aprons at least annually.
4.QMP inspects x-ray, CT, MRI, and Nuclear Medicine equipment prior to first clinical use for new or relocated systems within a 21-day time frame post notification by the MEDVAMC COR.
5.QMP inspects x-ray equipment after major repairs or replacement of a major certified component (e.g., tube change, detector replacement, or generator repair) no later than 30 days post notification by the MEDVAMC COR.
6.QMP reviews technical QA program for Radiology/NM imaging annually.
7.Reports of each inspection/test/calibration must be issued no later than three weeks after the completion of the testing. Reports will be sent electronically to meet this requirement.
Report documentation must list each device (including model and serial number) and system tested as well as results of the test and will include a detailed list of deficiencies and recommendations. Methods of how the results were obtained will be described in the document.
The list of deficiencies and recommendations will be included in each individual report and in a summary for all devices in a brief, executive summary format.
Stickers on each device or system documenting the annual testing, including the maximum and standard exposure rates for fluoroscopy, will be signed and placed by the contractor.
The physicist responsible for the work being performed will be available for consultation and/or advice concerning the reports.
8. For Fluoroscopy units, if the maximum exposure rate, measured in accordance with 21CFR1020.32(d)(3) and TAC 289.227(m)(3)(B)(iii)(IV), is greater than 10 R/min in any mode, the site will be contacted before the contractor leaves the inspection site.
Reports for fluoroscopy units will include the following information:
Confirmation that cumulative fluoro time and cumulative air Karma if the equipment has the capability are displayed on the in-room monitor .
b.Confirmation that last image hold functions.
Verification that the X-Ray beam is completely blocked by the image receptor.
9. The radiation physicist must be promptly available for emergency services and consultations as needed. He must thoroughly investigate any radiation safety problems, unsafe conditions or hazards and promptly submit a written report.
10. . The services provided by the radiation physicist will include:
required radiation surveys, calibration of diagnostic equipment and survey meters, dose calibrators,
checks for equipment safety and performance
quality control procedures
review of personnel exposures
investigation of overexposures
evaluation of radiologic techniques, doses, and protective clothing
review of safety policies and procedures
Review of personnel training decontamination, license amendments and safety consultations.
11. Will provide no less than 1 visit per month , but may be required up to 2 per month if needed for equipment inspection after major repairs or relocation.
Requirements for Radiation Safety Officer
1. The RSO also serves as the Chair of the RSC (Radiation Safety Committee) which reviews all radiation-related issues for the facility. The RSC issues meeting minutes which are reported to the EOC (Environment of Care) Committee which, in turn, reports to the director.
2.The RSO is responsible for monitoring all radiation exposure badges for facility employees and performing radiation safety training of employees who show exposure levels which exceed NHPP standards.
3.The RSO will also monitor the facility s Fluoroscopy safety training which is required annually by any individual who operates or assists with radiation-producing equipment at this facility.
4.The RSO or designee will monitor all fluoroscopy exposure rates to ensure there are no overexposures to patients.
5.The RSO is responsible for monitoring all CT protocols to ensure adherence to ALARA standards. The RSO also monitors all QA performed on the CT equipment to ensure that it meets the manufacture s guidelines.
6.The RSO is responsible for monitoring all NM equipment and dose administration records to ensure patients have received the proper dose and that the equipment has had all QA done in accordance the manufacture s guidelines.
7.The RSO will need to ensure that all radiation-producing equipment which has undergone any major repairs that could potentially change the dose output of the equipment be checked by a physicist prior to being returned to service. This is to ensure the equipment is within operating parameters according to the manufacture s recommended guidelines.
8.The RSO performs radiation safety audits, personnel training and decontamination,
license amendments and safety consultations and inspections after major repairs or relocation.
As RSO the radiation physicist has the right to delegate responsibility to an individual or a group of individuals to oversee day to day RSO functions with reporting to the RSO of any issues which arise within the scope of the RSO role.
9. Will provide no less than 1 visit per month, and some months more.
Judy Chambers
Judy.Chambers2@va.gov
Judy.Chambers2@va.gov
