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Using the Room Schedule View

Dotan Asselmann
Updated

Using the Room Schedule View

The Room Schedule view in System > Monitoring > Recordings shows today's surgical cases alongside recording status for each room. Use it to verify that rooms with upcoming cases have working equipment.

Watch: Room Schedule Tour

Who Is This For?

  • Biomed engineers checking daily room readiness
  • Admins reviewing surgical recording status

Getting There

Navigate to System > Monitoring, click the Recordings tab, then select the Schedule view. Direct link:

https://app.theator.io/system/monitoring?tab=recordings

What You See

KPI Cards

KPI What It Measures
Eligible Cases Total scheduled cases across all rooms
Coverage Recorded vs. total cases (percentage)
Active Rooms Rooms with at least one scheduled case
Needs Attention Rooms below target coverage

Room Timeline

Each room appears as a section with:

  • Room name and timezone
  • A 24-hour timeline showing:
    • Scheduled cases from the EHR
    • Actual Theator recordings
    • Matched pairs where a recording is linked to a scheduled case
  • Daily counts: "Cases: 4, Procedures: 3" showing if recordings are keeping up

Color Coding

Gaps between scheduled cases and recorded procedures are visually highlighted, making it easy to spot rooms where cases were missed.

Using Filters

  • Date range — Change which days are displayed (default: last 7 days)
  • Venue — Focus on a specific site
  • Department — Show only rooms in a specific surgical department
  • Robotic toggle — Show only robotic-assisted procedure rooms
  • Room search — Find a specific room by name

When to Use This View

Morning Check (Step 4 of Daily Checklist)

Preview today's schedule. Verify that rooms with upcoming cases have healthy units by cross-referencing with the Rooms tab. Prioritize rooms that had issues yesterday.

End-of-Day Review

Check if all scheduled cases were captured. Rooms where "Cases" count exceeds "Procedures" count had missed recordings.

Investigating Coverage Gaps

If the Coverage view shows a red cell for a room and date, switch to Schedule to see exactly which time slots were missed and which cases were affected.

Understanding Cases vs. Procedures

Term Source Meaning
Cases EHR schedule Surgeries scheduled in the hospital system
Procedures Theator recordings Actual video recordings captured by Theator

A healthy room shows Procedures count equal to or close to Cases count.

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