Check whether the MDS, care plans and flowsheets are all there
Medrecords AI lists records that other records mention but that are not in the file. That catches many gaps, such as a hospital stay with no records. It cannot know about a flowsheet month that nothing mentions. So you also check each record type against the admission period yourself, using filters and search. Here is how.
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Start with the missing records list
The list opens on its own the first time a finished case has missing items. You can also open it from the Needs attention card on the Overview.
- Look at the Outstanding tab. Items are grouped by provider.
- Use the Type menu to narrow it. Ordered shows items that were ordered with no result on file, such as a lab or an X-ray.
- For "Possible match found", answer Yes, this is it or Not a match.
- Use Request from provider to draft a request. The app opens your own email program. It does not send anything for you.
- Press Export for an Excel copy.
The list costs no credits. See work through the missing records list.
Why you also check by hand
The list only finds records that another record points to. A nurse note might say "see wound care sheet". That reference goes on the list if the sheet is missing. But if the April flowsheets are missing and nothing points to them, the app has no way to know. Nursing home productions often have gaps like this.
Check each record type month by month
Use the Records tab to see what you have for each month of the stay.
- Open the Records tab and the Documents Index.
- Open the filter panel. Set Date From and Date To to 1 month of the stay.
- Set Group By to category. Scan the record titles under each heading.
- Use search to confirm. Type words such as "MDS", "care plan", "flowsheet", "MAR" or "TAR".
- Write down what you found in a simple grid, like the 1 below.
- Move the dates to the next month and repeat.
| Record type | Mar | Apr | May |
|---|---|---|---|
| MDS assessments | Yes | No | Yes |
| Care plan and updates | Yes | Yes | No |
| MAR | Yes | Yes | Yes |
| TAR | Yes | No | Yes |
| CNA flowsheets | Yes | No | No |
| Weights | Yes | Yes | No |
A "No" is a question to ask, not a finding. The record may exist under another name.
Use search to find records that point elsewhere
Search the chart for words that point to other records. Good examples are "see flowsheet", "incident report", "wound clinic", "sent to" and "hospital". Then check that the record each one points to is in the file. See search your records.
Write a gap report
Every case type can make a Missing Records & Gap Analysis report in Report studio. It lists outstanding records by custodian (the person or place that holds them). It also comes with an Excel download. A new report costs 100 credits. See choose a report for this case.
When the missing records arrive
Add them to the case. The confirm window opens again so you can update the details. Then run your month-by-month check again.
Medrecords AI organizes and cites the records. Its output is not a medical or legal opinion and does not replace your expert.
Related help
- Review a nursing home neglect case
- Which records to upload for a nursing home case
- Filter and group the documents index
- Read our guide on records for malnutrition and dehydration cases.
Facts checked against the Medrecords AI app code on 2026-10-24.