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Finding a Specific Case with the AI Assistant

Dotan Asselmann
Updated

Finding a Specific Case

Beyond answering questions about your own case volumes and outcomes, the AI Assistant can locate one specific case for you — your own or a colleague's — the way you would describe it to a colleague. Tell it who operated, which operating room, what procedure, and when, and it finds the matching case and shows it to you in the chat.

You do not need to remember a case ID or scroll through a case list. Ask in plain language and the assistant does the lookup.

How to Access It

  1. Open the AI Assistant from the left sidebar, or go to app.theator.io/ai-assistant.
  2. Type a request that describes the case you are looking for.
  3. The assistant searches your cases and returns the matching case as a card you can open.

How to Phrase Your Request

Describe the case with any combination of surgeon, operating room, procedure type, and date — you do not need all four. These prompts all trigger a case lookup:

  • "Find me Dr. Rivera's robotic partial nephrectomy on Tuesday, November 25 in OR 23."
  • "Pull up the radical cystectomy in OR 22 from Monday, June 22."
  • "Find Dr. Rivera's prostatectomies."
  • "Show me the omentopexy for perforated ulcer from last week."

The more detail you give, the more precisely the assistant can narrow to the case you mean.

Narrowing and refining

The assistant keeps context within a conversation, so you can refine your request without repeating yourself:

  • "Just the first case that day."
  • "Only the robotic ones."
  • "The one in OR 15, not OR 22."

Refinements work best right after your original request. In a long conversation, the assistant may lose track of earlier details, so if the results drift, restate the full request, for example "Dr. Rivera's robotic partial nephrectomy in OR 23 last Tuesday, just the first case that day."

What You Get Back

The assistant returns the matching cases as case cards in the chat. Open a card to go to the case, where you can watch the video, review its details, and take the same actions you normally would on a case — such as sharing it with a colleague.

If several cases match, the assistant lists them so you can pick the right one, or you can add a detail to narrow the results.

What You Can and Cannot Find

  • Every result is scoped to the data your account is permitted to view. If your access does not include a colleague's cases, the assistant cannot surface them — the same visibility rules that govern the rest of the platform apply here. If you expect to see a colleague's cases but the assistant cannot find them, ask your Account Admin or Admin to review your access. See Theator Permissions Overview for how roles and viewing policy work.
  • Some cases appear in results with case details but no playable video, so video actions such as recap, clips, and download are unavailable. The case card shows a short label explaining why. Common labels include:
    • A time such as "in 2 days": a scheduled case that hasn't taken place yet.
    • Room Not Covered: the case was in an operating room Theator doesn't record.
    • Not available to view: your hospital's video policy doesn't let you view video for this case. Contact your Account Admin if you think you should have access.
    • Recording removed or Expired: the recording was deleted, or passed your hospital's retention period, and can't be recovered. The case details and annotations may still be available.
  • Do not include patient names, MRNs, or other patient-identifying information in your request. Describe the case by surgeon, room, procedure, and date instead.

What's Next?

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