How to send medical records to SCIO Health Analytics

SFTP Site (Preferred Method)

Electronically upload medical records through the SFTP site. For SFTP set up, please see below ‘Electronic Submission’ section. It is important that you adhere to the following guidelines when sending medical records electronically via the SFTP Site.

a) Ensure medical records are in the correct order as listed.

b) The file name should be the same as the barcode number.

c) Medical Records should only have a file extension of .PDF. DO NOT save them as .DOC or compress in a ZIP file.

d) You may receive several medical record request letters; however, each letter pertains to a request for a claim associated with a unique identifier (barcode). As a result, each .PDF file should contain the medical records and information for only 1 patient.

ELECTRONIC SUBMISSION

Secure File Transfer Protocol (SFTP) is a popular method of transferring files between two remote systems. SFTP ensures file transmissions are secure, encrypting data to prevent unauthorized access during the transmission. For SFTP set-up, please follow below steps.

  • Request an SFTP account by sending an email to SFTPsupport@sciohealthanalytics.com to request a folder and password. The SCIO SFTP Support Team will email your username and password.
  • Establish a connection using SFTP Clients such as File Zilla or WinSCP.
  • Connect to the SCIO Server using the following:
  • Server: SCIOSFTP.sciohealthanalytics.com

    Post: 22

    User Name: Your Username will be emailed by SCIO SFTP Support Team

    Password: Your Password will be provided separately in an encrypted email

  • Send a test file named as 1234567890 to SCIO through established SFTP connection. The test file should only be in .PDF format.
  • Receive confirmation from the SCIO SFTP Support team that your test file was received within 24 hours and you are ready to send your medical records electronically. If you have not received a confirmation within 24 hours, please contact us at SFTPsupport@sciohealthanalytics.com.

Paper Copies – US Mail / UPS / FedEx

a) Medical records should be separated by patient with the barcode transmittal as the first page and be free of staples.

b) If there are multiple claims in the requests, you may use a clip or rubber bands as a separator.

Audit Service Name Regular Mail FedEx / UPS
DRG/SHORT STAY/OUTPATIENT HOSPITAL SCIO Health Analytics
PO Box 99577
Pittsburgh, PA 15233-4577
Attn: DRG/SS/Outpatient Hospital Audit
SCIO Health Analytics
111 Ryan Court, Suite 300
Pittsburgh, PA 15205
HOME HEALTH SCIO Health Analytics
PO Box 99728
Pittsburgh, PA 15233-4728
Attn: Home Health Audit
SCIO Health Analytics
111 Ryan Court, Suite 300
Pittsburgh, PA 15205
HCD/DME SCIO Health Analytics
PO Box 99969
Pittsburgh, PA 15233-0969
Attn: HCD/DME Audit
SCIO Health Analytics
111 Ryan Court, Suite 300
Pittsburgh, PA 15205
IBR/SNF SCIO Health Analytics
PO Box 10089
Pittsburgh, PA 15233-0089
Attn: IBR/SNF Audit
SCIO Health Analytics
111 Ryan Court, Suite 300
Pittsburgh, PA 15205
RUG SCIO Health Analytics
PO Box 99578
Pittsburgh, PA 15233-4578
Attn: RUG Audit
SCIO Health Analytics
111 Ryan Court, Suite 300
Pittsburgh, PA 15205

CD / DVD / USB Drive

Mail the encrypted storage device (CD / DVD / USB Drive) to the address provided on the medical record request letter.

a) Email SCIOMedRec@sciohealthanalytics.com to inform our Medical Record Department the passcode to the storage device to retrieve the documents.

b) Ensure medical records are in the correct order as listed on the request letter.

c) Do not email medical records.

Please note:

  • If your media is received in a format that cannot be read or does not include the appropriate password for access, audits may result in a denial due to non-receipt of documentation.
  • USB or other media will not be returned after use.

Secure Fax

Please follow these instructions when sending medical records by fax.

a) Each fax should only contain 1 patient.

b) Limit faxes to no more than 25 pages.

c) Each fax should contain the barcode transmittal page to ensure proper handling.

More questions? We’re here to help. Call the phone number on the letter you received to speak with a representative.