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Exporting Snapshots to the Medical Record (EMR)

Dotan Asselmann

Exporting Snapshots to the Medical Record

Theator can send selected snapshots from a case to your hospital's electronic medical record (EMR / EHR), so the images become part of the patient's chart alongside your other documentation. The images are delivered to your site's configured medical record system. If export consistently fails or you need to verify that the integration is set up, contact your venue admin.

Before You Start

  • Export sends images to your site's configured medical record system. Theator always attempts delivery when you use the Export button; if the integration is not set up or is misconfigured, the export may fail with an error or appear to succeed while images do not reach the intended destination.
  • You export by matching the snapshots to a hospital case ID. Have the correct case ID ready before you start.
  • A Medical Record selector may appear during export when multiple distinct records are linked to the case ID you entered. When exactly one record matches, it is selected automatically and no selector is shown. If the selector does not appear, the record was either matched automatically or this step is not enabled at your site — the export still proceeds normally in either case.

How to Export Snapshots

  1. Open the case and go to the Snapshot Library shown next to the video.
  2. Select the snapshots you want to send. To send every snapshot on the case, leave them all unselected.
  3. Select Export all (desktop) or Export (mobile). When you selected specific snapshots in step 2, the button shows Export on all devices.
  4. In the Verify case ID window, select the hospital case ID from the list, or type it in. Enter numbers only.
  5. If a Medical Record selector appears, choose the correct record.
  6. Select Export to send the images.

While the transfer runs, Theator shows Export in progress. Do not close the window until it finishes.

Confirming a Successful Export

When the export completes, Theator shows Snapshots were exported successfully with the case ID you sent them to. If you sent them to the wrong case, select Please try again and repeat the steps above.

After a successful export, the button label changes from Export to Re-export. Note: the export clears any snapshot selection you made, so Re-export will send all intraoperative snapshots across the case — not just the subset you originally selected.

Does Theator Show How Many Times Images Were Exported?

Theator does not keep a running count of how many times snapshots were exported. It records whether a case's snapshots have been exported and reflects that by switching the button to Re-export, but it does not display a per-image history or a total number of export attempts.

To review which images reached the patient's chart, and when, check the medical record itself. The record of what was filed lives in the EMR, not in Theator.

Troubleshooting: The Images Didn't Reach the Medical Record

A success message means Theator processed and sent the images it could prepare for delivery. In rare cases, individual snapshots that could not be loaded at export time are silently omitted — Theator reports success for those that were sent, not those that were dropped. For critical documentation, verify the complete set arrived in the medical record. Final delivery into the chart also depends on the EMR integration, so images can occasionally be delayed or fail to appear even after Theator reports success.

If the images do not show up in the medical record:

  • Confirm you exported to the correct hospital case ID and, where applicable, the correct Medical Record.
  • If Theator showed Export failed, read the message:
    • Snapshot resources are unavailable for this case means the images could not be prepared for sending. Try again shortly.
    • Snapshot export failed at the receiving end means the images did not reach the medical record system. Try again, and if it keeps failing, contact your venue admin or Theator support.
  • If the export succeeded in Theator but the images still do not appear in the medical record, the issue is with the EMR integration at your site. Contact your venue admin or Theator support so they can check the connection.

What's Next?

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