Patient Transactions Report

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

When patient data was shared out of, or retrieved into, the selected tenant
Which network participant took part in the exchange
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 attempts are included to provide a complete audit record.

Scope

The report covers both directions of document retrieval activity.

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

Inbound retrieval activity refers to transactions in which the selected tenant retrieves patient data from external sources. For inbound activity, the selected tenant is the requesting organization, and the external participant that returned the documents is the source organization.

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

Direction: Selects whether the report shows outbound activity, the data shared out of the selected tenant, or inbound activity, the data the selected tenant 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 tenant 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 tenant and patient are included, subject to applicable audit data retention policies.

Report Results

The results grid displays the 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
The other organization in the exchange: the retrieving organization for outbound activity, or the source organization for inbound activity
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 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 took part in the exchange
A participant performed multiple 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.

Performance Considerations

Search results can be viewed in the paginated results grid. However, exporting the results is subject to performance considerations.

A 504 Gateway Timeout may occur during export under the following conditions:

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
Export processing exceeds approximately one minute

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

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

Requester identity 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.