Building a Secure Diagnostic Results Portal in Smartsheet


The client, a diagnostic laboratory, was looking for a streamlined way to electronically communicate results with their referring clinics. The labs in question were for veterinary practices. However, they still wanted to maintain strict privacy standards comparable to those required for human patients. Leveraging APIs and automation, as well as Smartsheet’s WorkApps and Document Builder, we were able to assist in providing a secure results portal for their customers.


Because our client receives physical samples, analysts needed an accurate way to validate client orders against current database entries in one single program. A solution was also needed for lab technicians to enter diagnostic results and for veterinary clinics to easily access those results using a secure, user-friendly portal. While HIPAA privacy regulations don’t apply to veterinary results, our client believes in offering animal patients the same privacy standards as human patients, thereby ensuring clients only see results for their specific animal patients.

Our CloudWave Smartsheet consultants began the project by uncovering the full scope of requirements for the solution, in terms of both functionality and security. The team presented the plan and timeline to the client in a Business Requirements Document (BRD) that included crucial information helpful to the design and implementation of the solution, including process flow diagrams, field mappings, user stories, and more.

With these parameters in place, the team could begin designing the technical components of the solution based on the project requirements. These technical components are what facilitate the communication Smartsheet and the customer’s Lab Information System (LIS), via a custom application.

CloudWave developed a custom portal, linking several solutions and working closely with the client to connect seamlessly with their current database. CloudWave leveraged Smartsheet’s Document Builder and custom-designed WorkApps to create a patient portal that works unidirectionally with the client’s database.

Our Smartsheet team then created sheets, reports, and dashboards needed for the overall system. With the right automation in place, data would move from their LIS to the target Smartsheet location. Sheets would be aggregated in Reports and filtered down as needed by current user, dates, and more. Dashboards would communicate with internal customers regarding updates, tips on how to use the system, and more.

Once the build was complete, CloudWave led our client in User Acceptance Testing (UAT) and created detailed documentation custom to the solution that included recordings of live training sessions. We also supported the client all the way through the go-live stage and continue to provide knowledge transfer support as needed.


  • The successful uni-directional integration of Smartsheet and LIS.
  • Diagnostic results are now populating to the customer’s live results sheet.
  • Results reports are created via Document Builder and attached to the results record.
  • Results are accessible via WorkApps, but filtered automatically down by customer, so results not relevant to the customer viewing will not be shown to ensure privacy.

About CloudWave

CloudWave Inc. is an information technology consulting firm based in Virginia that provides end to end services from architecture to development in niche cutting-edge cloud technologies. CloudWave specializes in application development, integration, and cloud offerings - SaaS, PaaS, IaS, machine learning/artificial intelligence, analytics/business intelligence, microservices, and enterprise document management. Since 2012, the company has developed classified/unclassified, innovative, cost-saving, low-risk solutions to federal and commercial customers both within the United States and globally. The team has more than 30 years of exceptional systems and architectures experience managing complex and compliant projects.

CloudWave has successfully integrated Smartsheet with Salesforce, MuleSoft, Google Cloud, Azure, Jira, Hubspot, and more so that our clients can have real-time access to all relevant information across multiple systems.

With CloudWave on your side, you can feel peace of mind knowing that you are working with an official Smartsheet platinum Partner. Our team has the expertise and experience to determine your organization’s vision, and then design a powerful solution to meet those needs.

For more information, get in touch with us here.