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What Cases Can I See in Theator?

Dotan Asselmann

Which cases you can see in Theator depends on your role and your organization's viewing policy. Most surgeons start with the cases they took part in, and can often also see cases from their department or their wider institution. This article explains what determines the cases you see, how to look up another surgeon's case, and what to do when you can't find one.

The case tabs on your homepage

The tabs across the top of your homepage case list group cases by who they belong to:

  • My cases — Cases where you are a listed participant.
  • Department — Cases from your department. This tab appears when you belong to a department.
  • Organization — Cases across your institution that you are permitted to view.
  • Live — Cases currently in progress, when live viewing is enabled for your venue.
  • Watchlist — Cases you have added to your watchlist.

If you don't see a Department tab, you have not been added to a department yet. Ask your administrator to add you, or see How can I share cases automatically with my department?.

What determines which cases you can see

Your organization chooses a viewing policy that applies to surgeons. Depending on that policy, you may be able to see:

  • Only the cases you participated in, or
  • All cases in your department.

When the policy limits you to the cases you participated in, your organization may also allow anonymous viewing of additional cases — so you can still learn from more cases without seeing full patient identifiers. Leadership roles and specific individuals can be given broader viewing access than the rest of the department.

Because these settings are chosen per organization, the exact cases you see may differ from a colleague at another institution. Your administrator controls the policy — see Theator Permissions Overview for the full list of options.

How to find another surgeon's case

If your viewing policy lets you see a colleague's cases, you can search for them:

  1. Use the search bar at the top of the homepage, or open Cases in the left sidebar and select the Search tab.
  2. Filter by Participant Name, procedure type, date range, or intraoperative events.
  3. Open any case in the results to review it.

For a full walkthrough of quick and advanced search, see How to find Cases?.

When you can't find or open a case

If a colleague's case does not appear in search or you see a restricted-access message when opening it, one of the following usually applies:

  • Your viewing policy limits you to cases you participated in, so the case is outside what you're permitted to see.
  • The case is private. Any case can be marked private so it's visible only to its owner, participants, and admins.
  • Recording consent or policy kept the case out of the shared view.

When you have a link to a specific case but lack permission, you can request access directly from the platform. See How can I request access for a case I don't have access to?. If you regularly need cases from a particular team, ask your administrator to add you to that department or adjust your access.

What's Next?

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