Dosimetry Coordinator Information
General Information for Dosimetry Coordinators
The Dosimetry Coordinator is responsible for managing all incoming and outgoing dosimeters for the individuals listed under the dosimeter subaccount code. Common tasks expected of the coordinator are:
- Reviewing dosimetry charges
- Setting up a new subaccount code
- Ordering dosimeters for the first time
- Ordering large quantities of dosimeters
- Returning dosimeters to EHS
- Ordering express dosimeters for immediate use
Dosimetry Coordinators should also be familiar with the Dosimetry Requirements in the Radiation Safety Manual.
EHS Radiation Safety manages fees associated with using dosimeters. There are four types of fees a Dosimetry Coordinator may encounter:
- Use Fees - are a flat rate charge to have a dosimeter for a subaccount code
- $2.50/person/month for monthly badges
- $7.50/person/quarter for quarterly badges
- Late Fees - are issued when a dosimeter is not returned to EHS within 15 days of the end of the wear period
- Lost Fees - are issued when a dosimeter is not returned to EHS within 75 days of the end of the wear period
- Shipping Fees - are a flat rate charge to ship a package of dosimeters for a single subaccount code to MU
- Express New User Fees - are a flat rate charge for shipping new dosimeters outside of the scheduled production time (typically used if the need for a dosimeter is immediate)
For more information on specific charges, review the information in the "Dosimetry Charges" file under the "Rad Forms" link.
Setting Up A New Subaccount Code
Subaccount codes are codes that establish the specific location for which the dosimeter will be shipped and used. They typically include all workers who perform similar functions or work in the same department. For example, all workers who need a dosimeter in Interventional Radiology will be grouped together in the same subaccount code. EHS Radiation Safety Staff (RSS) will assess each subaccount to see what type of dosimeter is needed, if multiple dosimeters should be worn, and at what frequency dosimeters should be exchanged. The RSS will also review exposure reports for dosimetry subaccount codes over time to determine if dosimetry is needed.
If you need to set up a new subaccount code, contact the RSS at firstname.lastname@example.org with the following information:
- Dosimetry Coordinator name
- Campus mailing address
- Billing contact name (can be the Dosimetry Coordinator)
- MoCode for dosimetry billing
Ordering Dosimeters for The First Time
For new workers who may need a dosimeter, the Dosimetry Application must be filled out through EHSA. A tutorial video for filling out the Dosimetry Application can be found on the Tutorials Page. Make sure to fill out all pertinent information so that the RSS can accurately assess your dosimetry needs. Additional instructions for filling out this form can be found in the Radiation Safety Manual page Monitoring Internal and External Exposure.
Prior to the RSS reviewing, approving, and ordering a new dosimeter, the Dosimetry Coordinator must first review the application. A tutorial video for reviewing the Dosimetry Application can be found on the Tutorials Page. Make sure to review all the information for accuracy, especially the subaccount code. It is the responsibility of the Dosimetry Coordinator (as well as the Authorized User) to ensure that workers have taken the appropriate radiation safety training prior to becoming a Radiation Worker and receiving a dosimeter. The RSS will not issue a dosimeter until the worker has completed training. Review information on available training courses on the Radiation Safety Training page. Remember that once training has been completed, the Radiation Worker Application must also be filled out through EHSA. A tutorial video for filling out the Radiation Worker Application can be found on the Tutorials Page.
Ordering Large Quantities of Dosimeters
If you need to order a large number of dosimeters (>10), email email@example.com to obtain a copy of a spreadsheet which can be used to place large orders with the dosimetry provider. The following information will need to be submitted, and the file will be denied if not complete:
- Subaccount code
- Badge type (chest, collar, ring)
- First Name
- Last Name
- Start Date (typically coincides with the first day of the month or the quarter depending on the frequency)
- Frequency (quarterly or monthly)
- Date of birth
- Employee ID
Returning Dosimeters to EHS
At the end of each wear period, old dosimeters need to be returned to EHS in a timely manner. They can be dropped off at the EHS offices or sent through campus mail to:
- Alex Carter
- Environmental Health & Safety
- 180 General Services Building
Late and lost fees may accrue if dosimeters are not returned to EHS within the required time frame. Late fees will be assessed if a dosimeter is not received at the EHS offices by 4:00 PM on the15th day after the wear period ends. For example:
- Monthly badges - If a dosimeter says 8-1-22 to 8-31-22, then the dosimeter must be returned to EHS no later than 9-15-22.
- Quarterly badges - If a dosimeter says 7-1-22 to 9-30-22, then the dosimeter must be returned to EHS no later than 10-15-22.
For dosimeters, monthly denotes a calendar month. Quarterly denotes a three month period as follows: 1Q (Jan-Mar), 2Q (April-June), 3Q (July-Sept), and 4Q (Oct-Dec).
Ordering Express Dosimeters for Immediate Use
On the Dosimetry Application, there will be a question to designate if 1) the dosimeter is needed for immediate use or 2) the dosimeter can be shipped with the next wear period. The production date of the dosimeters varies based on the schedule of the dosimetry provider. They are usually produced by the manufacturer 25-30 days before the wear date. If a dosimeter is ordered after the production date, it will not be produced until the following wear period. (For example, the production cut-off date for October monthly dosimeters will be around September 5. If an October dosimeter is needed, the order must be placed by September 1. Otherwise, the dosimeter will be produced during the next cycle, which will be November monthly dosimeters.) If a dosimeter is needed immediately, the manufacturer can produce and ship it 'off-cycle' for an extra fee - the Express New User Fee.
In order to avoid Express New User Fees, dosimeters will need to be ordered at minimum 30 days prior to the beginning of the wear date. For example:
- Monthly - If a dosimeter is needed for August, the wear period is 8-1 to 8-31. To avoid a fee, the dosimeter order must be placed no later than 7-1. Orders <30 days before the wear period will most likely result in this fee.
- Quarterly - If a dosimeter is needed for Q4, the wear period is 10-1 to 12-31. To avoid a fee, the dosimeter order must be placed no later than 9-1. Orders <30 days before the wear period will most likely result in this fee.
Page last updated on October 27, 2022.