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Dental CT Scanner Renewal Guide

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. CT facility permits and authorizations expire annually on October 31st.

All dentists who want to maintain their annual CT member authorization and/or CT facility permits must renew them each year before October 31st.

Your CT Facility Permit and Member Authorization certificates will be available to view and download from your RCDSO Portal account 24 to 72 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 72 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.

Table of Contents

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 Portal account password
  • Credit card payment information (Visa, Mastercard, American Express)

Step 1: Login to your RCDSO Portal account

  1. Click RCDSO Portal 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 RCDSO Portal account.

1. Your home page (landing page) will show your available 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 this from those listed in the “My Authorization Renewals” section of the page
    • To renew your facility permit, select each facility separately listed in the “My Facility Permit Renewals” section 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


  • 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. Select Next.

  • This will take you to the fees page.


  • Once you submit your form and fee, a confirmation message will display on screen. If you submitted your renewal fee by credit card, enter your email address in the “Email” field to receive a transaction receipt direct to your email address.


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 check the box to confirm that you have reviewed the list of dentists who are authorized to prescribe, order, take, interpret and report on CT scans at this facility. Read the attestation at the end of the renewal form and confirm doing so. Select Submit.


  • This will take you to the fees page.


  • Once you submit your form and fee, a confirmation message will display on screen. If you submitted your renewal fee by credit card, enter your email address in the “Email” field to receive a transaction receipt direct to your email address.

Receipts, Facility Permit and Member Authorization Certificate

  • RCDSO receipt – Available for download 24-72 hours after completion through your RCDSO Portal account under “My Receipts”.
  • Member Authorization Certificate – Available for download 24-72 hours after completion of renewal. Click “My Authorizations” in your RCDSO Portal account, select the authorization you wish to download, and click “Authorization Certificates”.
  • Facility Permit Certificate – Available for download 24-72 hours after completion of renewal. Click “My Facility Permits” in your RCDSO Portal account, 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 do I renew my facility permit?

Select the applicable renewal from the Home screen (landing page). 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. If you have more than one CT scanner at your facility, you will need to renew the facility permit for each machine at your 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.

All renewal applications are approved and the certificate will be ready to download within 24-72 hours of the submission of your renewal application(s). 

Your RCDSO receipt(s) will also be available through your RCDSO Portal account under “My Receipts”. 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 your RCDSO Portal account and click on “Facility Permit Cancellation”. Verify the permit you would like to cancel, check the confirmation box, and click submit. 

In your RCDSO Portal account, 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.

Alternatively, please e-mail ctscanners@rcdso.org with your cancellation request.

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 31st. All Dental CT scanner permits expire annually on October 31st unless renewed.

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

No dentist can prescribe, order, take, interpret and report on any dental CT scans without a current Member Authorization and the facility must hold a current CT facility permit. If CT authorized dentists intend to prescribe, order, take, interpret and report on any dental CT scans at this facility in the future, the CT facility permit must be renewed before October 31st. All permits expire October 31st, 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.

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 31st regardless of when it was issued. There is no pro-rated or reduced fee.

When will I receive my new annual facility permit certificate?

Your new annual Permit certificate is available for download 24-72 hours after completion through your RCDSO Portal account. Click on “My Facility Permits” in your RCDSO Portal account. Then select the Permit you wish to download, and click on “Facility Permit Certificates”. If your certificate is still not available after 72 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 24-72 hours after completion through your RCDSO Portal account under “My Receipts”. 

When will my renewal be processed?

Processing times vary depending on the workload of the department.

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 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 24-72 hours of the submission of your renewal application(s). 

Your RCDSO receipt(s) will also be available through your RCDSO Portal account under “My Receipts”. 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 your RCDSO Portal account, 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.

Alternatively, please e-mail ctscanners@rcdso.org to cancel your authorization.

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 31st 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 complete the renewal?

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 31st. All Authorizations expire October 31st, 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 24-72 hours after completion through your RCDSO Portal account under “My Receipts”.

When will I receive my new annual authorization certificate?

Your new annual Authorization certificate is available for download 24-72 hours after completion through your RCDSO Portal account. Click on “My Authorizations” in your RCDSO Portal account. Then select the Authorization you wish to download, and click on “Authorization Certificates”. If your certificate is still not available after 72 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, all renewal applications are approved and the certificates will be ready to download within 24-72 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