Patient Transactions

The Patient Transactions screen provides transaction-level visibility into patient document retrieval activity. Support, compliance, and operational teams use it to determine when patient data was shared or retrieved by the selected organization, which organizations took part in the exchange, and whether the transaction was successful or failed.

The report reflects previously recorded audit transaction data stored by Health Gorilla. Running it generates no new network activity, and both successful and failed attempts are included.

Scope

The report covers both directions of document retrieval activity.

Outbound retrieval activity refers to transactions in which external organizations retrieve patient data from the selected organization.
Inbound retrieval activity refers to transactions in which the selected organization retrieves patient data from external sources. For inbound activity, the selected organization is the initiating organization, and the external organization that returned the documents is the source organization.

Search Criteria

Which transactions appear in the report depends on the search criteria. When multiple filters are applied, only transactions meeting all selected criteria are returned.

Required Criteria

Direction: Selects whether the report shows outbound activity, the data shared out of the selected organization, or inbound activity, the data the selected organization retrieved from outside sources.
Tenant: The organization being audited. For the outbound direction, this is the organization whose patient data was shared; for the inbound direction, this is the organization that retrieved the data. Only transactions involving the selected organization are included.
Patient Identifier (GUID or UUID): Represents the individual whose activity is being reviewed. The patient may be located using name or GUID/UUID. Once selected, the patient becomes the active filter for the report.

Optional Filter

Date Range: Defines the timeframe for transactions being reviewed. If no date range is provided, all retained transactions for the selected organization and patient are included, subject to applicable audit data retention policies.

Report Results

Search filters appear at the top of the screen, with the results grid below. The grid shows the document retrieval transactions that match the applied search criteria, one row per audit transaction event.

Displayed Fields

Displayed fields reflect audit metadata captured at the time the transaction was recorded. For each transaction, the report displays:

Patient identifier (GUID or UUID)
Patient name
Date and time of transaction
Other organization in the exchange: the retrieving organization for outbound activity, or the source organization for inbound activity
Network, with one of three values:
- A network name, when the exchange crossed a health information network
- Internal Network, when the document was served from within Health Gorilla
- No value, when the network was not recorded
Transaction outcome
Error details, when applicable

Transaction Outcomes

A transaction outcome is either successful or failed.

Failed outcomes may include:

Patient not found
No documents available
Other documented transaction errors

Result Interpretation

If a metadata field was not captured at the time of the transaction, the field does not appear in the report. Report results reflect stored audit records exactly as captured.

The report:

Does not consolidate transactions.
Does not deduplicate retries.
Does not infer or reconstruct missing metadata.
Does not modify historical transaction records.

Multiple rows may appear for the same patient when:

Multiple organizations took part in the exchange.
An organization performed multiple attempts.
A transaction was retried.

Exporting Results

Results can be exported in CSV format. The exported file reflects the active search criteria, includes all displayed grid fields, and contains the complete result set returned for the applied filters.

Performance Considerations

Exports scoped to an individual patient or a narrower date range are more likely to complete successfully.

A 504 Gateway Timeout may occur during export:

When the selected filters return a very large number of records, for example queries scoped to an entire organization or facility rather than an individual patient.
When processing exceeds approximately one minute.

Data Source and Authoritative Record

Data displayed in the Patient Transactions report is derived from Health Gorilla's audit records, which are the authoritative source of record for document retrieval activity. No transformation, normalization, or reconciliation across systems occurs within the report. If discrepancies arise between reporting views, the audit records remain authoritative.

Transaction counts may differ from other system views because a single retrieval transaction may involve multiple document exchanges.

Historical Data and Metadata Considerations

Audit data availability reflects current retention policies. Transactions outside the applicable retention window may not appear in the report.

Requester Identity

Requester identity is surfaced in reporting for supported document retrieval transaction types when captured in structured audit fields. Metadata not captured in structured form at the time of transaction cannot be reconstructed within the report.

For transactions that occurred more than one year prior to the current date:

Endpoint identity remains stored in the audit records.
Requester identity may not be available in structured report fields if it was not captured at the time of the transaction.
Manual audit review may be required to retrieve requester details.