Patient Transactions Report

Overview

The Patient Transactions report provides transaction-level visibility into outbound document retrieval activity. It enables support, compliance, and operational teams to determine:

When a tenant’s patient data was retrieved
Which network participant initiated the retrieval
Whether the transaction was successful or failed

The report reflects previously recorded audit transaction data stored by Health Gorilla. No new network queries are initiated, and no new retrieval activity is generated. Both successful and failed retrieval attempts are included to provide a complete audit record.

Scope

Visibility is limited to outbound document retrieval activity.

Outbound retrieval activity refers to transactions in which external network participants retrieve patient data from the selected tenant.

Inbound retrieval activity (where patient data is received from external participants into the tenant) is stored in backend audit collections but is not surfaced in this release.

Access and Navigation

The Patient Transactions report is available through the Network Admin solution.

Access requires:

Network Admin solution enabled for the organization
Network Admin permissions for the tenant being audited

If the required license or permissions are not present, the report does not appear in the navigation menu.

Accessing the Report

In Network Admin, on the left, select Reporting.
Under Network Stats, select Patient Transactions.

Search filters appear at the top of the screen, with results displayed in the grid below.

Environment Considerations

Navigation and functionality are consistent across staging and production environments.

Environments are separate:

Transactions generated in staging appear only in staging.
Transactions generated in production appear only in production.

Results cannot be combined across environments.

Search Criteria

Search criteria determine which transactions appear in the report. When multiple filters are applied, only transactions meeting all selected criteria are returned.

Required Criteria

Tenant: Represents the organization whose patient data was shared. Only outbound retrieval transactions involving the selected tenant’s patient data are included.
Patient Identifier (GUID or UUID): Represents the individual whose retrieval 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 tenant and patient are included, subject to applicable audit data retention policies.

Report Results

The results grid displays outbound document retrieval transactions that match the applied search criteria. Each row represents a discrete audit transaction event.

Displayed Fields

For each transaction, the report displays:

Patient identifier (GUID or UUID)
Patient name
Date and time of transaction
Retrieving organization name
Transaction outcome
Error details, when applicable

Displayed fields reflect audit metadata captured at the time the transaction was recorded.

Transaction Outcomes

Both successful and failed retrieval attempts are included.

Failed outcomes may include:

Patient not found
No documents available
Other documented transaction errors

Inclusion of both successful and failed attempts provides a comprehensive audit trail rather than only completed document exchanges.

Result Interpretation

Report results reflect stored audit records exactly as captured in backend audit collections.

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 retrieved data
A participant performed multiple retrieval attempts
A transaction was retried

If a metadata field was not captured at the time of the transaction, the field does not appear in the report.

Exporting Results

Results can be exported in CSV format.

The exported file:

Reflects the active search criteria
Includes all displayed grid fields
Contains the complete result set returned for the applied filters

Exporting results does not initiate new document retrieval activity.

Data Source and Authoritative Record

Data displayed in the Patient Transactions report is derived from backend audit collections, which serve as 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, backend audit collections remain the authoritative record.

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 (HCID-Level)

Requester identity at the HCID level is surfaced in reporting for supported document retrieval transaction types when captured in structured audit fields.

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

Endpoint identity remains stored in backend audit logs
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

Metadata not captured in structured form at the time of transaction cannot be reconstructed within the report.

Support

Contact Health Gorilla Support if:

Expected transactions are not visible
Historical transactions lack required metadata
Clarification is needed regarding transaction outcomes
Reporting beyond standard report scope is required

Include the following when submitting an inquiry:

Tenant identifier
Patient identifier (GUID or UUID)
Environment (staging or production)
Relevant date range

Providing complete information supports efficient investigation.