How to send medical records to SCIO Health Analytics

Provider Portal (Preferred Method)

Guidelines/Directions to upload medical record directly using SCIO’S Provider Portal

Portal Access:

1) Upload only medical records that are in response to our medical record request with extension of .pdf. (File type PDF)

2) Medical records must be uploaded in the following order:

• Top page should be the first page of the record request, which includes the SCIO barcode.

3) Document name should follow below naming convention;

• BARCODEID.PDF(Preferred)

• PatientName_AuditID.PDF

4) Medical record invoices must to be submitted separately using SFTP, Mail, CD, DVD, USB Drive or Secure FAX method. This information should include the Audit ID.

5) Several medical record request letters might be received; however, each letter pertains to a specific claim/audit associated with a unique Reference Key. As a result, each .pdf file should contain the medical record and information for only one patient and one particular claim/audit.

Note- Uploading the document with a wrong Reference Key and an inappropriate barcode page can create confusion and result in attaching medical records to the wrong audit.

6) The Reference Key also serves as the authentication Key when accessing the provider portal. Once access is authenticated through the Reference Key, the claim specific Key becomes obsolete.

7) In the event pages of the medical record are overlooked in the initial upload attempt, submit the missing documents utilizing other available modes of submission (SFTP, Mail, CD, DVD, USB Drive or Secure FAX. Should Give the FAX Number Here)

Submission Process:

1) Click on the following link using Internet Explorer or Chrome browser to reach the necessary authentication page: https://scioproviderportal.sciohealthanalytics.com

2) Once on the authentication page, enter the

a. User Name

b. Reference Key and

c. A valid email address.

3) The Reference Key can be found in the footer section of medical record request. It is a 16 character Key separated with hyphen (-) and labeled as “Reference Key”.

4) The Reference Key will be valid on a one-time use basis for authentication purpose.

5) Upon successful validation, the system redirects to the medical record upload page. Read the disclaimer carefully and acknowledge before proceeding.

6) On the upload page, enter the Reference Key and upload the respective medical record, including the SCIO barcode page.

7) To upload a medical record for a different medical record request, click on the “Add more Reference Key” icon and repeat the process as mentioned in the above step.

8) After uploading all of the required documents, click the “UPLOAD” button.

9) Once the upload is successful, a list of uploaded medical records with the respective Reference Keys appear on a tracking screen. This screen may be printed/ downloaded to keep as a record and future Reference.

SFTP Site

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.