Department Analytics Overview

What is Department Analytics?

Department Analytics provides aggregate performance data across your entire surgical department. It is designed for department leaders, clinical champions, and administrators who need a high-level view of how their team is performing. You can access it by navigating to Surgical Excellence in the sidebar and selecting Department Analytics, or by going directly to /surgical-excellence/department-analytics.

Who Can Access Department Analytics?

Department Analytics is a feature your organization's admins control — it is not tied to a personal "department leader" role. Its visibility is set per venue in Organization → User Management → Settings → Features, where an Account Admin or Admin can choose one of three levels:

• Available — every user at your venue can see it.
• Admin only — only Admins and Account Admins can see it.
• Off — it is hidden for everyone.

If Department Analytics is missing from your sidebar and you believe you should have it, ask your Account Admin to review this setting.

How the Dashboard Is Organized

Department Analytics is organized into tabs across the top of the dashboard. Each tab shows a set of summary tiles followed by a table you can drill into:

• Activity — case volume and wRVU productivity by surgeon and procedure type.
• OR Time — operative duration by procedure type, with a step-by-step breakdown.
• Quality — practice adoption rates by surgeon.
• Events & Outcomes — intra-operative events (surgical flags) by surgeon.
• Theator Usage — platform engagement metrics. This tab is only visible to Admins.

Most tabs can be viewed by individual surgeon or rolled up to the department level, and the date range and filters you set apply across every tab.

Activity: Case Volume and wRVU

The Activity tab breaks down your department's surgical output by surgeon and procedure type. At the top you will see summary tiles for total cases and wRVU productivity.

What is wRVU? Work Relative Value Units (wRVU), sometimes written RVU, are a standard measure of the clinical work involved in a procedure, widely used to compare surgical productivity across surgeons and procedure types. Theator surfaces wRVU so department leaders can view productivity alongside case volume.

Below the tiles, the Cases by surgeon and procedure type table lists each surgeon with their Total Cases and Total wRVU, followed by a column per procedure type. The Total Cases and Total wRVU columns stay pinned as you scroll, so a surgeon's productivity is always in view. When viewing by individual surgeon, select any case count to open the underlying case list for that surgeon or procedure type. Case-list drill-downs are not available when the dashboard is grouped by department.

OR Time

The OR Time tab shows how long procedures take, so you can spot where operative duration and idle time can be improved. The top-level Duration per procedure type table lists each surgeon's average duration for each procedure type.

Procedure types that Theator supports for step analysis show a clickable header — select one to drill in to a step-by-step breakdown, which shows how long each stage of that procedure takes. In the step view, select the Total cell in any surgeon's row to open the underlying case list for that surgeon.

This is where operative-duration and idle-time analysis lives — it is not in a separate "Outcomes" view. Turnover-time data is available in Room Analytics.

Quality: Practice Adoption

The Quality tab displays how consistently your department adheres to evidence-based best practices. The Practice adoption rate by surgeon (%) table shows an adoption rate for each practice, per surgeon, color-coded so low-adoption practices stand out.

When viewing by individual surgeon, select any cell to open the cases behind that number — including which cases achieved the practice and which did not — so you can move from a percentage to the specific cases in a single click. This is useful for tracking the impact of quality improvement initiatives and identifying practices that may need more attention.

Events & Outcomes

The Events & Outcomes tab surfaces intra-operative events, which Theator records as surgical flags, broken down by surgeon. The Event occurrences by surgeon table shows how many times each flag was recorded per surgeon.

When viewing by individual surgeon, select any cell to open the underlying case list for that surgeon and flag. Note that this tab reports surgical flags recorded during procedures — it does not report length-of-stay or complication-rate data.

Theator Usage

The Theator Usage tab is visible to Admins only. It shows how actively your team is using the Theator platform, with per-surgeon columns for Total Activities, Cases Reviewed, Reports Generated, and Last Active, alongside a breakdown of specific activity types.

In surgeon view, select a non-zero Cases Reviewed count to open the reviewed cases for that surgeon, or a non-zero Reports Generated count to open cases that have a generated report. Use this tab to understand engagement and to identify team members who may benefit from additional onboarding.

Comparing Surgeons Across the Department

Every tab presents its data as a per-surgeon table, so Department Analytics doubles as a surgeon-comparison view for constructive benchmarking. Depending on your institution's configuration, surgeon names may be shown or hidden (anonymized), and you can roll a tab up to the department level when you want the aggregate rather than the individual view.

Department leaders can use this data to:

• Identify top performers and understand what drives their results
• Spot outliers who may benefit from additional support or coaching
• Track improvement trends for individual team members over time

Tips for Department Leaders

• Review the dashboard weekly or monthly to stay informed about departmental trends.
• Use practice adoption data on the Quality tab to guide quality improvement conversations in team meetings.
• Share insights with your team by exporting the dashboard or subscribing to scheduled reports (see Exporting Analytics Data and Subscribing to Scheduled Reports below) to foster a culture of transparency and continuous improvement.
• Adjust the date range to compare performance across different time periods.
• Combine with individual Performance Profiles for a complete picture of team and individual performance.

Department Analytics gives you the data you need to lead your surgical team effectively and drive measurable improvements in quality and efficiency.

Exporting Analytics Data

You can export the current Department Analytics view at any time using the Export Report button (the download icon) in the filter bar at the top of the dashboard. The export respects the filters and date range you currently have applied, so what you export matches what you see on screen.

Choose a delivery method:

• Send Email — Theator emails the report to your account address.
• Download Excel — download an Excel (.xlsx) file immediately to your device.

Use this when you need a point-in-time snapshot of department performance to share in a meeting or attach to a report.

Subscribing to Scheduled Reports

To receive Department Analytics automatically on a recurring basis, use the Report Subscriptions button (the bell icon) in the filter bar.

In the subscription panel you can configure:

• Report Title — a name for the scheduled report.
• Schedule — choose Daily, Weekly, or Monthly delivery, the day it goes out, and the delivery time.
• Skip delivery if no data in period — avoid sending empty reports for quiet periods.
• Recipients — add teammates as CC recipients so the whole team stays informed.

You can send yourself a preview before saving. The subscription inherits the department, procedure, and specialty scope currently applied to the dashboard. Select Create Subscription to activate it.

What's Next?

• Room Analytics Dashboard — View analytics broken down by operating room
• Performance Profile — View individual surgeon metrics
• Exploring Best Practices and the Catalog — Browse standardized best practices