Send clinical information through the appropriate secure channel.
Relevant records and imaging can help ARIA prepare for a consultation, understand the referral question, and coordinate treatment with the referring office.
Use the approved secure transfer method below. Do not send protected patient information through an ordinary contact form or unsecured email.
Routine Transfer
Use the standard secure-transfer process for planned consultations, referrals, and follow-up records.
View Secure OptionsUrgent Transfer
Call ARIA before sending records for a time-sensitive case. The team should confirm appropriate destination, required records, and transfer method.
Urgent ReferralsEmergency
Do not delay emergency care while attempting to upload records. Call 911 or direct the patient to an emergency department for a life-threatening concern.
[VERIFY ALL URGENT AND EMERGENCY LANGUAGE.]
Choose an approved transfer method.
Secure Provider Portal
- • Account registration required
- • Multifactor authentication
- • File-upload instructions provided inside
- • Confirmation process upon receipt
Secure File-Transfer Link
- • Temporary link for single use
- • Identity-verification process
- • Confirmation upon successful transfer
DICOM Transfer
- • Direct node connection or approved platform
- • Viewer requirements
Encrypted Email & Fax
Ordinary email is not the approved route for protected health information. The sender must use ARIA's verified encryption workflow.
Do not send protected health information through:
- • General contact form
- • Social media or text message
- • Ordinary unencrypted email
- • Public file-sharing link
- • Personal cloud-storage account
- • Consumer messaging application
- • Website chat or review platform
- • Unapproved personal device
When uncertain, call ARIA's records team before transmitting the information.
Provide enough information to match the records correctly.
Required identifiers should follow ARIA's minimum-necessary policy. Do not require unnecessary identifiers. Do not include a Social Security number.
Cover Sheet Information:
- • Sender & Recipient
- • Patient details
- • Included documents
- • Date sent & Urgency
- • Callback number
- • Request for confirmation
Send what supports the referral question.
Send only information relevant to the referral and care coordination. Do not encourage indiscriminate transfer of the patient's entire chart.
- • Referral form
- • Consultation/progress notes
- • Medical history & medications
- • Previous operative/pathology reports
- • Restorative/orthodontic plans
- • Periodontal charting
- • Implant/graft information
- • Consent or authorization
Original image data are preferred when available.
Sending existing imaging does not guarantee that it will be sufficient for diagnosis, surgical planning, or treatment. ARIA may recommend additional or updated imaging when clinically appropriate.
Imaging Types
- • Panoramic & Periapical radiographs
- • Cone-beam computed tomography (CBCT)
- • Medical CT & MRI
- • Cephalometric imaging
- • Intraoral & Facial photographs
- • Digital scans & models
DICOM Requirements
A rendered screenshot may be helpful for context, but it may not replace the original diagnostic dataset.
- • Original DICOM dataset (complete series)
- • Study date & Field of view
- • Patient orientation
- • Export without lossy compression
File Formats
How to transfer records.
1. Confirm the patient and reason for transfer
2. Confirm the correct ARIA location or surgeon
3. Select the approved transfer method
4. Gather only relevant records
5. Verify identifiers
6. Upload or transmit the files
7. Record the confirmation number
8. Confirm receipt when required
9. Keep the original records according to policy
10. Contact ARIA if the transfer fails
Upload confirmation means the system received the transmission. It does not necessarily mean the record has been matched, opened, or clinically reviewed.
Know what confirmation means.
- Transmission Confirmation: The system indicates the transfer was submitted.
- Records-Team Confirmation: ARIA confirms that the files were received and matched to the intended patient.
- Clinical Review: The surgeon or clinical team reviews the information as part of the referral or treatment process.
If a transfer fails.
Do not repeatedly submit without checking. Confirm file format, size, and connection. Record any error message and contact technical support. Do not send through ordinary email as a workaround.
Report a mismatched or misdirected record immediately.
- • Stop additional transmission
- • Do not attempt to conceal the error
- • Contact ARIA's privacy/records team
- • Provide transmission reference number
- • Explain what was sent and when
- • Follow incident-response instructions
Frequently Asked Questions
Contact Directory
Routine Records
Phone: [VERIFY] | Secure Message | Hours: [VERIFY]
Imaging & DICOM Support
Phone: [VERIFY] | Platform Support | Hours: [VERIFY]
Urgent Transfer
Clinical Phone: [VERIFY] | After-hours process: [VERIFY]
Privacy Incident
Immediate reporting instruction: [VERIFY]
Send the right information securely.
Use ARIA's approved transfer platform for routine clinical information. Call the provider team before sending a time-sensitive case or whenever the correct pathway is unclear.