Skip to main content

PatientNow Essentials x Health Gorilla Labs: Creating and Managing Scheduled Lab Orders

PatientNow Essentials x Health Gorilla Labs: Creating and Managing Scheduled Lab Orders in PatientNow

Overview

PatientNow’s lab integration allows you to create scheduled lab orders through Health Gorilla. This feature lets you define a frequency, duration, and recurrence pattern for automated lab orders — ensuring tests are sent out on time without manual intervention.

Creating a Scheduled Order

To create a scheduled order, start by creating a lab order as you normally would.

Steps

  1. Open the client’s Treatment Record.

  2. Select the Labs tab.

  3. Click Place Order to open the Labs window.

  4. Choose the Vendor and Tests you want included in this scheduled order.

Important: Only select the test(s) that belong to this scheduled order.

  1. Once you’ve selected the appropriate tests, click Continue to move to the Complete page.
    ​
    ​

Setting Up Schedule Options

On the Complete page, you’ll configure the scheduling details for the order.

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000004TzV&feoid=00N3s00000QF9k7&refid=0EMRd00000J9b3p">)

  1. Check the box labeled Schedule Future Order.
    ​

    • This enables the scheduling options.
      ​

  2. Enter the Start Date.
    ​

    • This is the first date the test will be sent.
      ​

  3. Select the Time the order should be sent.
    ​

  4. Enter the Number of Repetitions:
    ​

    • If this is a one-time scheduled test, leave the value as 1.
      ​

    • If the test should repeat, enter how many times it should be sent.
      ​

  5. Choose a Frequency from the dropdown menu:
    ​

Calendar-Based Scheduling

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000004TzV&feoid=00N3s00000QF9k7&refid=0EMRd00000J9PNf">)

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000004TzV&feoid=00N3s00000QF9k7&refid=0EMRd00000J9bIL">)

  • When selecting Calendar Based, click View/Modify Calendar to open the scheduling calendar.
    ​

  • Choose the specific days the order should be sent by clicking on them.
    ​

  • Click Save to confirm your selections.

Adjusting Calendar for Specific Dates

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000004TzV&feoid=00N3s00000QF9k7&refid=0EMRd00000J9bLZ">)

  • If you select a specific frequency (e.g., Monthly), you can still click Modify Calendar to make adjustments.
    ​

  • For example, if one of the monthly scheduled dates falls on a weekend, you can move it to a different weekday without affecting the rest of the schedule.

Setting the Send Timing

You can choose when the order should be sent relative to the test date:

  • Days Before the scheduled date, or

  • On Test Date itself.

For example, if the test date is 9/25, selecting 1 day before will send the order on 9/24, while selecting Test Date will send it on 9/25.

Finalizing and Submitting the Order

After entering all scheduling details:

  1. Click Continue to move to the Submit section.

  2. Review all information carefully.

Note: Once submitted, scheduled orders cannot be edited.
​ If changes are needed after submission, the order must be deleted and recreated.

Once submitted, the system will automatically send the orders as scheduled. Each test will be processed at the defined intervals, and results will return to PatientNow when completed.

Viewing and Managing Scheduled Orders in Health Gorilla

After submitting your scheduled orders, you can monitor or manage them directly within Health Gorilla.

Accessing Health Gorilla

There are two ways you can access Health Gorilla, from company settings or logging in from your browser.

Company settings

  1. Go to Company Settings in

  2. Select Integrations

  3. Scroll down to the Health Gorilla Integrations and click on Access Health Gorilla.

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000004TzV&feoid=00N3s00000QF9k7&refid=0EMRd00000J9bVF">)

Logging in From Your Browser

  1. Go to www.healthgorilla.com.

  2. Sign in using the credentials provided by your administrator.

Viewing Scheduled Orders

You can also filter scheduled orders by STAT Status, by the Doctor who ordered, or the testing type.

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000004TzV&feoid=00N3s00000QF9k7&refid=0EMRd00000J9Ql8">)

Understanding the Order List

  • Each order displays the Scheduled Date when it will be sent.

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000004TzV&feoid=00N3s00000QF9k7&refid=0EMRd00000J9bev">)

Canceling Orders

Scheduled orders cannot be edited once created.
To make changes or cancel an order:

  1. Open the order from the Future Orders list.

  2. Click Delete in the top toolbar. This deletes the selected scheduled test cancelling it.
    ​

    [IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000004TzV&feoid=00N3s00000QF9k7&refid=0EMRd00000J9bob">)

ℹ️Note: If multiple orders need to be canceled, delete each individually.
​
​

Reordering Tests

If you need to recreate or repeat a test:

  1. Select Re-Order from the toolbar.
    ​

    [IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000004TzV&feoid=00N3s00000QF9k7&refid=0EMRd00000J9bv3">)

  2. The client, lab, and test details will automatically populate.
    ​

  3. Add any additional tests or make necessary adjustments.
    ​
    ​

Submit the order to finalize.
​

Did this answer your question?