Skipping, Stopping, or Removing a Recording on Theator

In some cases, your organization may need to prevent Theator from recording a surgical case. One of the key reasons for this is if the patient did not provide consent for video recording (opted out). Additionally, there may be other scenarios where a procedure should not be recorded based on your organization’s policies.

Theator provides several ways to skip a recording before it starts, stop an ongoing recording, or delete a recording after the procedure.

Prevent a Case from Being Recorded

Theator automatically records surgical procedures based on your organization’s predefined criteria. However, if a patient has opted out of recording or if the case should not be recorded for any other reason, you can manually skip the recording before it starts.

Skip Recording Before the Case Begins

Users with the appropriate permissions can manually skip a recording before a procedure starts.

To do this:

1. Go to Find cases.
2. Search for the upcoming case by its case ID or MRN. Upcoming cases appear in Find cases only when you search for a specific case.
3. Click on the More Options (⋮) menu next to the case.
4. Select Skip recording to ensure this case is not captured.

⏳ Note: This action must be taken before the procedure begins to prevent recording.

Stop an Ongoing Recording

If a procedure is already being recorded and you realize that the patient did not consent or the case should not have been recorded, an admin can remove the recording while the case is still in progress:

1. Go to Find cases.
2. Search for the case by its case ID.
3. Click the More Options (⋮) menu on the case.
4. Select Remove recording, then click Remove to confirm.

This withholds the case's video from users in your organization, and you cannot undo it from Theator. It does not delete the stored video files. If your organization's policy requires the stored files themselves to be destroyed, contact your Account Admin or Theator Support.

ℹ️ Note: Remove recording appears once Theator has started capturing footage for the case. While the case is live, it is not available from the case page menu. Use Find cases instead.

⚠️ Important: The trash icon (Delete Case) next to the current case in the Room page playlist does not remove the recording. It deletes the case entry and keeps the video already captured. To withhold the recording from users, use Remove recording as described above.

Delete a Recording After a Procedure

If a case was recorded by mistake due to missing consent or any other reason, authorized users can remove it from Theator:

1. Go to Find cases.
2. Locate the recorded case that should be deleted.
3. Click the More Options (⋮) menu next to the case.
4. Select Remove recording and confirm your choice.

🔒 Note: Removing a recording withholds it from users in your organization and is a permanent action that you cannot undo from Theator. It does not delete the stored video files. Only admin users can remove a recording.

Ensuring Compliance with Patient Consent & Recording Policies

To prevent unauthorized recordings and ensure compliance with patient consent regulations, your organization can implement safeguards, such as:

• Enforcing patient opt-out rules to automatically prevent recordings when consent is not given.
• Restricting access to the skip and delete functions based on user roles.
• Reviewing audit logs to track when recordings are skipped or deleted.

By using these features, your organization can ensure compliance with patient privacy regulations and internal recording policies.

For further assistance, contact your Account Admin or reach out to Theator Support. 🚀

What's Next?

• How to Change Your Personal Recording Policy — Set a standing opt-out instead of skipping case by case
• How does automatic recording work? — Understand what triggers a recording in the first place