# Find missing service records and gaps in a VA file > How to use the Medrecords AI missing records list, date filters and the timeline to spot missing service records and years with no care in a VA file. Canonical page: https://medrecords.ai/help/case-types/va-disability/missing/ --- New — **Missing Records Detection:** flags every visit, provider, and date missing from the file. [See how →](https://medrecords.ai/product/missing-records-identification/) [Home](https://medrecords.ai/) ›[Help](https://medrecords.ai/help/) ›[VA disability](https://medrecords.ai/help/case-types/va-disability/) › — Find missing service records and gaps in a VA file MEDRECORDS AI HELP ## Find missing service records and gaps in a VA file Medrecords AI lists records that other records in the C-file mention but that are not in the file, such as a referral with no result. It cannot know about care that nothing in the file mentions. To find years of service or treatment with no records, use the date filters and the timeline yourself. Last checked 2026-10-24 — ·Written by Ahmed Jemaa **Help center contents26 articles** Start here - [Choose the right case type](https://medrecords.ai/help/tasks/choose-case-type/) - [Which files can you upload?](https://medrecords.ai/help/tasks/file-types-limits/) - [Confirm the case details, key date and focus](https://medrecords.ai/help/tasks/confirm-case/) - [Fix a failed upload or a stuck case](https://medrecords.ai/help/tasks/troubleshooting/) Work with the records - [Read the medical chronology](https://medrecords.ai/help/tasks/chronology/) - [Check any fact against its source page](https://medrecords.ai/help/tasks/verify-source/) - [Search your records with exact text or keywords](https://medrecords.ai/help/tasks/search/) - [Filter and group the documents index](https://medrecords.ai/help/tasks/documents-index/) - [Add flags, highlights and notes to records](https://medrecords.ai/help/tasks/annotations/) - [How duplicate pages are found and removed](https://medrecords.ai/help/tasks/deduplication/) - [Work through the missing records list](https://medrecords.ai/help/tasks/missing-records/) - [Add records to an existing case](https://medrecords.ai/help/tasks/add-records-later/) Write and share - [Edit the chronological narrative](https://medrecords.ai/help/tasks/narrative/) - [Create a report in Report Studio](https://medrecords.ai/help/tasks/report-studio/) - [Set up report templates](https://medrecords.ai/help/tasks/templates/) - [Export your work](https://medrecords.ai/help/tasks/export/) Account and trust - [Set your role](https://medrecords.ai/help/tasks/roles/) - [Is Medrecords AI HIPAA compliant, and who can see my cases?](https://medrecords.ai/help/tasks/security-hipaa/) - [How accurate is Medrecords AI, and what are its limits?](https://medrecords.ai/help/tasks/accuracy-limits/) - [Glossary of terms](https://medrecords.ai/help/glossary/) Case type playbooks - [Work a birth injury case](https://medrecords.ai/help/case-types/birth-injury/) - [Work a nursing home neglect case](https://medrecords.ai/help/case-types/nursing-home/) - [Work a VA disability case](https://medrecords.ai/help/case-types/va-disability/) - [Work a mass tort case](https://medrecords.ai/help/case-types/mass-tort/) - [Work a medical malpractice case](https://medrecords.ai/help/case-types/medical-malpractice/) - [Work a personal injury or car crash case](https://medrecords.ai/help/case-types/personal-injury/) [See every topic on the help center home](https://medrecords.ai/help/) ### 2 kinds of gaps A VA file can be missing records in 2 ways. | Kind of gap | Example | How to find it | | --- | --- | --- | | A record the file mentions | A note says "X-ray ordered", but no X-ray report is in the file | The missing records list does this for you | | A stretch of time with no records | 2 years of service with no sick call notes | You find it with date filters and the timeline | The app only builds the list from records that point to other records. If nothing in the file refers to a visit, the app cannot know it happened. ### Use the missing records list 1. Open the case. On the Overview, find the **Needs attention** card. It says how many records are missing. 2. Open the list. It has 3 tabs: **Outstanding** , **Located** and **Dismissed** . 3. Use the **Type** menu to narrow it, for example to imaging or consult. **Ordered** shows items that were ordered with no result on file. 4. Open a provider group. Items are grouped by provider, so VA clinics and private doctors sit apart. 5. Where you see "Possible match found", answer **Yes, this is it** or **Not a match** . The list costs no credits. See [work through the missing records list](https://medrecords.ai/help/tasks/missing-records/) for every step. ### Find years with no service records Service treatment records are often thin or missing for some years. Check the service period on its own. 1. On the **Records** tab, open the filters. 2. Set **Date From** and **Date To** to the service dates you confirmed. 3. Read down the list. Note any long stretch with no records. 4. Open the **Timeline** tab. The month strip at the top shows how many events fall in each month. Empty months stand out. 5. Pick **Date by date** to step through the service period 1 date at a time. See [filter and group the documents index](https://medrecords.ai/help/tasks/documents-index/) and [read the medical chronology](https://medrecords.ai/help/tasks/chronology/). ### Find gaps in care after service A long break in treatment can matter when you look at whether symptoms carried on after service. Use the same steps with a date range after discharge. Filter by **Facility** to see VA care and private care apart. Mark each gap you find. Add a note to the record on either side of the gap, so the gap shows in the chronology PDF and in exports. See [add flags, highlights and notes](https://medrecords.ai/help/tasks/annotations/). ### Ask the records about gaps You can also open the **Q&A** pane in the case and type in the box "Ask about this case". Each answer has numbered citations to the pages. For example: - "Which records refer to a hearing test that is not in the file?" - "List every sick call note during service, by date." - "Is there any record of back pain between discharge and the first VA visit?" Check each answer against its source page. See [check any fact against its source page](https://medrecords.ai/help/tasks/verify-source/). ### Request the missing records - Press **Request from provider** on 1 item, or **Request all from provider** for a whole group. - The app opens your own email program with a drafted request. It does not send it for you. - Press **Export** for an Excel file of the list. The app does not request records from the VA or from the service branch. You do that through the usual channels. You can also write a **Missing Records & Gap Analysis** report. It lists outstanding records by custodian and comes with an Excel download. See [which reports fit a VA claim](https://medrecords.ai/help/case-types/va-disability/reports/). Read more about [VA C-file review](https://medrecords.ai/solutions/va-c-file-review/). Only VA-accredited attorneys, agents and Veterans Service Organizations may help prepare and present VA claims for a fee. Medrecords AI is a records tool for them and their staff. 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 VA disability claim in Medrecords AI](https://medrecords.ai/help/case-types/va-disability/) - [Upload a C-file and find each kind of record](https://medrecords.ai/help/case-types/va-disability/records/) - [Work through the missing records list](https://medrecords.ai/help/tasks/missing-records/) - [Add records to an existing case](https://medrecords.ai/help/tasks/add-records-later/) Facts checked against the Medrecords AI app code on 2026-10-24. ### Try it on a real file Upload a case and see the page count and cost before you confirm. [Book a demo](https://medrecords.ai/demo/)