What is a Kew dossier? And which documents should it contain? In this article, we cover these points and give you a handy overview.
What is a Kew file?
The Kew dossier documents compliance with the requirements of the Nuclear Energy Act on the use of radiation applications. The aim is twofold: to protect patients and staff and to guarantee the quality of radiological operations.
A complete and up-to-date Kew file contains documents proving that the practice meets safety standards and that anyone working with X-rays is qualified to do so. Below is an overview of the mandatory contents:
- Practice details
- Name of legal entity (practice owner), radiation protection expert in charge (SBD), clinical physicist (KF) and Radiation Protection Supervisor (TMS).
- The practice address where radiation treatments are performed.
- An extract from the practice's Chamber of Commerce registration.
- Organisation and responsibilities
- The designation of the TMS by the entrepreneur.
- A description of the duties and responsibilities of the TMS.
- An agreement outlining roles and responsibilities of SBD and KF.
- Administration expertise and qualifications dentists
- The names of attending dentists who have medical responsibility for radiological operations (ANVS regulation article 4.1).
- The Supervisory Radiation Protection Officer (TMS) certificate (formerly 5A/M) of the dentists listed here.
- Proof of registration in the BIG register of the above-mentioned dentists.
- When using a CBCT device: a supplementary certificateTMS dentistry-CBCT, for the TMS as well as all dentists who have medical responsibility for a CBCT recording.
- Evidence after continuing education (BbS article 5.14, see guideline KNMT for frequency)
- Administration expertise and qualifications employees
- Certificates of (post)training in radiology and radiation protection of all employees who take recordings on assignment. (BbS article 5.14).
- Equipment data
- An overview of X-ray machines in use, and those in storage, with their specifications.
- A copy of the registration or licence of the X-ray equipment.
- Safety and risks
- A radiation risk assessment describing the nature and extent of radiation operations, as well as the assessment of the risks. Prepared or verified by a radiation protection expert.
- An overview of organisational measures for dose reduction (if applicable).
- Working procedures and protocols
- Instructions and work protocols describing how to work safely with X-ray equipment.
- Quality control of equipment
- A statement from the supplier that the X-ray device meets the legal requirements upon delivery, including the acceptance test.
- A review of annual checks on the effectiveness and proper use of security devices and techniques.
- Performance test results: periodic checks on the technical and radiological condition of the devices. This should include the name of the performer, the date and the measuring instrument used.
- A record of any maintenance carried out on the X-ray equipment.
Why is a good Kew dossier important?
A complete and up-to-date Kew file ensures that your practice complies with the law, but it also contributes to the safety and quality of your work. It protects your team and your patients from excessive radiation exposure and prevents problems during inspections. Moreover, it is a valuable tool to further optimise the organisation and working methods of your practice.
Would you like to receive this list as a handy checklist? Download it here : Kew file checklist.
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