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Dental CT Scanner Renewal Guide

The College’s dental CT scanner facility permit and member authorization renewal process is now online. Renewing or cancelling is as easy as visiting the RCDSO website, logging into the Member Resource Centre, and completing an online renewal application form. We have made some changes to our system recently, starting last year in 2022. 

Every dental facility where a dental CT scanner is installed and operated must have a facility permit issued by the College. This permit must be renewed on an annual basis to remain current.

Any dentist that wishes to prescribe, order, take, interpret and report on CT scans must have a member authorization issued by the College. This authorization must be renewed on an annual basis to remain current.

Your CT facility permit and/or member authorization renewal is due by Oct 31, 2023 in order for the permit/authorization to remain current for the period of Nov 1, 2023 – Oct 31, 2024.

Your CT Facility Permit and Member Authorization certificates will be available to view and download from the Member Resource Centre 24 to 48 hours after completing the renewal process. You can also check the status of your CT facility permits using our ‘Find a Dentist’ search on our Public Register. If your certificate is still not available after 48 hours, please contact us at ctscanners@rcdso.org.

Here are some tips to help you through the new online renewal process.

For more information, contact ctscanners@rcdso.org.

What will I need before I start my renewal?

  • Access to a desktop or laptop computer with internet connection. Mobile devices (smartphones, tablets) are not compatible
  • Your email address on file with the College
  • Your RCDSO Member Resource Centre (MRC) password
  • Credit card payment information (Visa, Mastercard, American Express)

Step 1: Login to  RCDSO portal account

  1. Click RCDSO Member Login(top right-hand corner) on the homepage or any page on the RCDSO website. 

Step 2: Access your renewals

You should now be logged in to your member profile on the MRC.

  1. Click your name on the top right-hand corner, then click “My Renewals”
  2. Select one of the following items from the renewal options listed on the page:
    • To renew your member authorization for dentoalveolar or craniofacial CT scans, select the CT Scanner Member Authorization listed in the “My Authorization Renewals” section of the “My Renewals” page
    • To renew your facility permit, select each facility separately listed in the “My Facility Permit Renewals” section of the “My Renewals” page
    • NOTE: Only one renewal application can be completed at a time. If completing 2 or more renewals applications, they must be carried out separately.

Step 3: Complete the renewal forms

Depending on the stream of renewal selected, fill out the respective form.

Member Authorization Renewal Form

What do I need to renew my Member Authorization?

  • The address details or account number of each facility where you have prescribed, ordered, taken, interpreted and reported on dental CT scans in the past 12 months.
  • Your dental CT scanner type of authorization registered with the College within the past 12 months at each of these facilities (Dentoalveolar / Craniofacial).

Tips for filling out the form:

  • To add a practice: click “Add CT Facility”, then click the magnifying glass to search for a facility. Ensure the facility you desire has a checkmark indicated and click “Select”, then indicate your dental CT scanners authorization at this location (under ‘Type of Scans’). Repeat steps for additional offices as necessary.
  • Note: you can search by account number (5-6 digit number), address, or Practice Name
  • To generate results with addresses, address searches must be formatted as follows:
  • Search “123 Example St #100”, NOT “123 Example Street Suite 100” or “100-123 Example Street”

If you need to edit an entry or if you made a mistake, click the down arrow on the right of the entry to edit or remove it.

  • Ensure you read the attestation at the end of your renewal form and confirm doing so. This portion is case-sensitive.
  • Once you submit your form and fee, a confirmation message will display. If you submitted your renewal fee by credit card, enter your email address in the “Email” field to receive a transaction receipt.

Facility Permit Renewal Form

What information do I need to renew my Facility Permit?

  • A list of the practitioners that have prescribed, ordered, taken, interpreted and reported on dental CT scans at the selected dental office in the past 12 months.
  • The dental CT scanner authorization type that each practitioner prescribed at this dental facility in the past 12 months (Dentoalveolar / Craniofacial).

Tips for filling out the form:

  • To add a practitioner: click “Add CT Authorized Dentists”, then click the magnifying glass to search for a dentist. Ensure the practitioner has a checkmark indicated and click “Select”, then indicate the type of CT scan that the practitioner had prescribed, ordered, taken, interpreted and reported on at this location. Repeat steps for additional practitioners as necessary.
  • Note: you can search by name, or 5-6-digit registration number (without the “06”).
  • Note: to generate results, name searches must be formatted as “Last name, First name”
  • If you need to edit an entry or if you made a mistake, click the down arrow on the right of the entry to edit or remove it
  • If you have multiple facilities to renew you must complete each renewal submission separately. Click the Facility Name, highlighted in blue. Then select “Facility Permit Renewal” from the left.
  • Note: If you have a CT AND Sedation Permit, ensure you click on the Dental CT Scanner Permit (CT Facility Permit)
  • Ensure you read the attestation at the end of the renewal form and confirm doing so. This portion is case-sensitive.
  • Once you submit your form and fee, a confirmation message will display. If you submitted your renewal fee by credit card, enter your email address in the “Email” field to receive a transaction receipt.

Receipts, Facility Permit and Member Authorization Certificate

  • RCDSO receipt – Available for download 24-48 hours after completion through the MRC under “My Receipts”.
  • Member Authorization Certificate – Available for download 24-48 hours after completion of renewal. Click “My Authorizations” in the Member Resource Centre, select the authorization you wish to download, and click “Authorization Certificates”.
  • Facility Permit Certificate – Available for download 24-48 hours after completion of renewal. Click “My Facility Permits” in the Member Resource Centre, select the permit you wish to download, and click “Facility Permit Certificates”

If after 72 hours your certificate is not available, please contact us at ctscanners@rcdso.org. 

Renewal FAQs

Facility Permits

How long is my CT facility permit valid?

Upon successful renewal, your CT facility permit is valid until October 31, 2024. It must be renewed annually to remain current.

Where is the payment page?

In the past, renewal of your permit(s)/authorization(s) was a two-step process utilizing two different MRC pages (one for renewal, one for payment).  However since last year, completion of the renewal submission and payment submission is no longer a two-step process. There is no separate payment page.

How do I renew my facility permit?

Select “My Renewals” from the navigation menu. From here, select the applicable CT Scanner Facility Permit option in the “My Facility Permit Renewals” section to begin.

Please note, if a member has multiple facility permits to be renewed, they must each be completed separately. Each individual facility permit renewal must be submitted for each facility.

How can I confirm that you have received my renewal application and payment?

Once your payment is successfully completed, you will be redirected to the Payment details page, which will confirm that your payment and application for renewal have been received.

Note that this year, all renewal applications are approved and the certificate will be ready to download within 24-48 hours of the submission of your renewal application(s). 

Your RCDSO receipt(s) will also be available through the MRC under “My Receipts” immediately upon your payment completion. Note you will not be able to access completed renewals.

If after 72 hours either your receipt or certificate is not available, please contact us at ctscanners@rcdso.org.

I want to cancel my facility permit. What do I do?

Select the permit you wish to cancel from the MRC and click on “Facility Permit Cancellation”. Verify the permit you would like to cancel, check the confirmation box, and click submit. 

In the MRC, go to “My Facility Permits”, and select the applicable CT Scanner Facility Permit to go to your facility permit for CT. Then click the “Facility Permit Cancellation” link on the left-hand side of the page, select your desired cancellation date, and check the confirmation box, and click submit.
 
If the permit is cancelled and you wish to offer Dentoalveolar and/or Craniofacial services in the future, you will be required to submit a new Facility Permit application form and fee, and your facility will have to be inspected.

A new dentist is joining our office. Should we add them to the renewal? How can we add them to our permit?

You should only list dentists who have prescribed, ordered, taken, interpreted or reported on dental CT scans at the facility in the past 12 months.

Dental CT authorized members are no longer “added” to Facility Permits; you must confirm that any new dental CT providers hold current authorizations that are compatible with the type of permit that you have.

We are not prescribing, taking, ordering, interpreting or reporting on CT scans now but we will later or we don’t take scans at the office or we’re not sure that we will continue to takes scans at the office. Should we renew our permit?

You MUST have a current Facility Permit to prescribe, order, take, interpret or report on Dental CT scan images. If you intend to prescribe, order, take, interpret or report on Dental CT scan images at the dental office in the future, the permit must be renewed before October 31, 2023. All Dental CT scanner permits expire October 31, 2023 unless renewed.

We have not prescribed, taken, ordered, interpreted or reported on any dental CT scans at the office in the past 12 months. How do I complete the renewal? 

Leave the search table blank and complete/submit the rest of the renewal.

I have multiple Dental CT scanner renewals. Can I pay for everything at once?

No, payment must be submitted at the end of each online renewal submission. 

You will need to submit and pay for each renewal separately. 

To complete multiple renewals, the application for each one must first be submitted before moving on to the payment page from which you pay the appropriate fee for that particular renewal. Once payment has been processed (when paying by credit card), you can proceed with the next renewal.

I just received my permit; do I have to renew? Is there a reduced fee?

You are required to renew if you wish for your facility permit to remain current past the renewal deadline. All facility permits expire October 31, 2023 regardless of when it was issued. There is no pro-rated or reduced fee.

I have a provisional facility permit, do I have to renew?

No, only annual facility permit are required to be renewed.

When will I receive my new permit for 2023-2024?

Your 2023-2024 Permit certificate is available for download 24-48 hours after completion through the MRC. Click on “My Facility Permits” in the Member Resource Centre. Then select the Permit you wish to download, and click on “Facility Permit Certificates”. If your certificate is still not available after 48 hours, please contact us at ctscanners@rcdso.org.

Where can I find my receipt for my facility permit renewal?

Enter your preferred email of contact when submitting payment to get an emailed receipt. Your RCDSO receipt will also be available 24-48 hours after completion through the MRC under “My Receipts”. 

When will my renewal be processed?

Processing times vary depending on the workload of the department. Please see the email sent to you to after submission for the most current estimate of processing time.

What should I do if I have issues submitting the renewal questionnaire?

If you run into a common error while submitting the renewal questionnaire, a red error message will appear at the top of the page describing the issue and how to resolve it.

Issues still unresolved? The Facility Inspection Program can be reached at ctscanners@rcdso.org or 416-961-6555.

Member Authorization

How do I renew my member authorization?

Login to the Member Resource Centre then click your name in the top right corner.

Select “My Renewals” from the navigation menu. From here, select the CT Scanner Member Authorization option in the “My Authorization Renewals” section to begin.

How can I confirm that you have received my renewal application and payment?

Once your payment is successfully completed, you will be redirected to the Payment details page, which will confirm that your payment and application for renewal have been received.

Note that this year, all renewal applications are approved and the certificate will be ready to download within 24-48 hours of the submission of your renewal application(s). 

Your RCDSO receipt(s) will also be available through the MRC under “My Receipts” immediately upon your payment completion. Note you will not be able to access completed renewals.

If after 72 hours either your receipt or certificate is not available, please contact us at ctscanners@rcdso.org.  

I want to cancel my dental CT member authorization. What do I do?

In the MRC, go to “My Authorizations”, and select the CT Scanner Member Authorization to go to your member authorization for CT. Then click the “Authorization Cancellation” link on the left-hand side of the page, check the confirmation box, and click submit.
 
If the authorization is cancelled and you wish to prescribe, order, take, interpret or report on Dentoalveolar and/or Craniofacial CT scans in the future, you will be required to submit a new Member authorization application form and fee.

I recently received my annual authorization. Do I have to renew? Is there a reduced fee?

You are required to renew if you wish for your member authorization to remain current past the renewal deadline. All member authorizations expire October 31, 2023 regardless of when it was issued. There is no pro-rated or reduced fee.

I have not prescribed, ordered, taken, interpreted and reported on any dental CT scans in the past 12 months but will later this year; I don’t prescribe, order, take, interpret and report on any dental CT scans often; or, I am not sure that I will continue to prescribe, order, take, interpret and report on any dental CT scans. Should I renew my authorization?

No dentist can prescribe, order, take, interpret and report on any dental CT scans without a current Member Authorization. If you intend to prescribe, order, take, interpret and report on any dental CT scans in the future, your authorization must be renewed before October 31, 2023. All Authorizations expire October 31, 2023, unless renewed. 

I have multiple dental CT scanner renewals. Can I pay for everything at once?

No, payment must be submitted at the end of each online renewal submission. 

You will need to submit and pay for each renewal separately. 

To complete multiple renewals, the application for each one must first be submitted before moving on to the payment page from which you pay the appropriate fee for that particular renewal. Once payment has been processed (when paying by credit card), you can proceed with the next renewal.

Where can I find my receipt? 

Enter your preferred email of contact when submitting payment to get an emailed receipt. Your RCDSO receipt will also be available 24-48 hours after completion through the MRC under “My Receipts”.

When will I receive my new authorization certificate for 2023-2024?

Your 2023-2024 Authorization certificate is available for download 24-48 hours after completion through the MRC. Click on “My Authorizations” in the Member Resource Centre. Then select the Authorization you wish to download, and click on “Authorization Certificates”. If your certificate is still not available after 48 hours, please contact us at ctscanners@rcdso.org.

When will my renewal be processed?

To prevent any delays in the processing of your renewal application, please refer to this FAQ and Renewal Guide to provide any information that may be required in addition to your renewal application if applicable. Also please renew early to facilitate processing of your renewal application in a timely manner. 

If applicable, the department will reach out to you to correct any issues identified with your application, otherwise your application will be renewed. 

This year we are unable to provide you a confirmation email when your application has been renewed. This year, all renewal applications are approved and the certificates will be ready to download within 24-48 hours of the submission of your renewal application(s). If after 72 hours your certificate is not available, please contact us at ctscanners@rcdso.org.