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Find a Case by Its Hospital Case ID

Dotan Asselmann

What Is the Case ID?

The Case ID is your hospital's own number for a surgical case. Theator shows it in the Case ID field on the case page, and the AI Assistant calls it the Hospital Case ID. At some sites the field is labeled Participant ID.

Some cases don't have a hospital case ID yet. On those cases the Case ID field on the case page shows an em dash (—), and the Room page header shows Case ID: Processing. You can't look up a case by an ID it doesn't have. Use the Patient or Visit filter on Find cases instead, or describe the case to the AI Assistant by surgeon, room, procedure, and date. See Finding a Specific Case with the AI Assistant.

Case ID is not the MRN

A patient's MRN (medical record number) or patient ID identifies the patient. The Case ID usually identifies one surgery, so one patient can have several case IDs. Some case pages also show a separate Medical record field. Use the Case ID when you want one specific case.

Find a Case by Case ID on Find Cases

  1. In the left sidebar, select Find cases.
  2. In the Case filter, type the case ID and select it from the list.
  3. While a case ID is set, the other filters are greyed out.
  4. Open the case from the results. If more than one case is listed, the same ID was used for more than one case. Open each one and check the procedure type, date, and participants to find the right surgery.

Tip: You can also type app.theator.io/case/ followed by the case ID into your browser's address bar. This opens the most recent case with that ID. If Theator can't open it directly, it takes you to Find cases with that case ID already filled in. If the same ID was used for more than one case, use Find cases to see all of them.

To search by patient instead, use the Patient filter (patient ID or patient name). To search by hospital visit, use the Visit filter.

Ask the AI Assistant by Case ID

  1. Open the AI Assistant.
  2. Say that the number is a case ID, rather than pasting it on its own. For example:
    • "Show me Hospital Case ID [case ID]."
  3. The assistant returns the case as a card you can open.

You can keep going in the same conversation. For example:

  • "Share Hospital Case ID [case ID] with a colleague."
  • "Show the full details and team for Hospital Case ID [case ID]."

If No Case Is Found

Work through these checks in order:

  • Make sure it is the Case ID. An MRN, patient ID, national ID number, or visit number won't match. Copy the number from the Case ID field on the case page (labeled Participant ID at some sites). If that field shows —, the case has no hospital case ID yet, so search by another detail instead.
  • Enter the full ID exactly as shown, including any letters, hyphens, or spaces inside it. Remove only extra spaces at the start or end.
  • Check whether you have access. The AI Assistant only finds cases your account is allowed to view. Search the same ID in the Case filter on Find cases. If the case is at your hospital, it can appear there with limited details even when you can't open it. Then see How can I request access for a case I don't have access to?
  • Check the hospital. Case ID lookups are limited to your own hospital's cases. Accounts with the Admin role can also look up cases at other hospitals, so an Admin should confirm which hospital the case belongs to before treating it as missing.
  • Still not found? Contact Theator Support. You can also ask the AI Assistant to open a support ticket for you. If it prepares one, a confirmation card appears and nothing is sent until you approve it.

What's Next?

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