---
title: "Find gaps and duplicates in a New South Wales medical-record set"
url: "https://ailawframework.com/practice/personal-injury-and-compensation/find-gaps-and-duplicates-in-a-medical-record-set/new-south-wales"
type: "task_jurisdiction_version"
site: "AI Law Framework"
id: "A21-P20260916-1-NSW"
practice_area: "Personal Injury & Compensation (workers compensation, CTP/TAC, medical negligence)"
tier: "yellow"
lawyer_review: "required"
jurisdictions: ["NSW"]
last_reviewed: "2026-10-25"
---

# Find gaps and duplicates in a New South Wales medical-record set

> From records in a firm-controlled tool, build a provider-and-date table, mark apparent gaps and flag duplicate pages. Do not treat a gap as proof that treatment did not happen.

Canonical page: https://ailawframework.com/practice/personal-injury-and-compensation/find-gaps-and-duplicates-in-a-medical-record-set/new-south-wales  
Last reviewed: 2026-10-25

Site index for agents: https://ailawframework.com/llms.txt

## Key facts

| Fact | Value |
| --- | --- |
| Practice area | [Personal Injury & Compensation (workers compensation, CTP/TAC, medical negligence)](https://ailawframework.com/practice/personal-injury-and-compensation.md) |
| Human involvement | Yellow: Lawyer and AI draft together |
| How AI is used | From records in a firm-controlled tool, build a provider-and-date table, mark apparent gaps and flag duplicate pages. Do not treat a gap as proof that treatment did not happen. |
| What the lawyer must review | Check the table against the original pages A gap is not proof that treatment or symptoms were absent A Commission bundle is indexed, paginated, legible and not duplicated Keep the records in a firm-controlled tool. A leak may be notifiable |
| Written for | New South Wales |
| Applies to | [Find gaps and duplicates in a medical-record set](https://ailawframework.com/practice/personal-injury-and-compensation/find-gaps-and-duplicates-in-a-medical-record-set.md) |

## Checking plan

**Verify against sources**

The tool lists gaps and duplicates. The lawyer checks them against the records before anything is lodged.

- What the AI does: From records in a firm-controlled tool, build a provider-and-date table, mark apparent gaps and flag duplicate pages. Do not treat a gap as proof that treatment did not happen.
- What the lawyer does: Decide which gaps need a further request and which duplicates stay out of a bundle.
- Who reviews: Lawyer competent in this practice area
- Basis: Checked against the linked sources on 23 October 2026. Confirm the current instrument before reliance.

## Checks the lawyer makes

1. PIC3, amended 1 January 2026, requires lodged documents to be indexed, paginated with consecutive page numbers, clear and legible, and not to contain duplicate material.
2. PIC3 says the index is included in the page count for the 500-page rule in rule 67B. Previously lodged material is referred to, not lodged again.
3. PIC3 paragraph 9 requires compliance with PIC13 for chronologies and indexes. PIC13 paragraph 11(b) allows summarising documents, subject to paragraph 10.
4. Do not describe a missing provider or a missing date as evidence that the client had no symptoms.

## Notes

- Practice Note SC Gen 23 paragraph 9B allows an index and a summary of documents. Paragraph 9A still limits material produced on subpoena.
- Health records stay in a firm-controlled tool. Australian Solicitors' Conduct Rules rule 9 and Australian Privacy Principle 11 apply, and a breach may be notifiable under the Privacy Act 1988 (Cth).

## Practical guide

Jurisdiction: New South Wales Personal Injury Commission, or a court file prepared to the same standard

**Deliverable**: A coverage table and a duplicate list for the lawyer to check.

**Inputs**

- The medical-record set, with provider and date where the page shows them
- The index of documents already lodged
- Any page limit that applies to the lodging

**Example**: Illustrative example: The table shows no notes from one hospital for a six-week admission. The lawyer treats that as a missing request, not as an absence of treatment, and does not drop those pages to meet a page limit.

**Stop and escalate when**

- The output says the client had no treatment or no symptoms because a record is missing.
- Duplicate clinical pages would be lodged again without the lawyer deciding they are needed.

Checked 2026-10-23.

## Sources

- [Personal Injury Commission: Procedural Direction PIC3](https://www.pi.nsw.gov.au/resources/procedural-directions/procedural-direction-pic3-documents) (checked 2026-10-23)
- [Personal Injury Commission: Procedural Direction PIC13](https://www.pi.nsw.gov.au/resources/procedural-directions/procedural-direction-pic13-use-of-generative-artificial-intelligence) (checked 2026-10-23)
- [Supreme Court of NSW: Practice Note SC Gen 23](https://supremecourt.nsw.gov.au/documents/Practice-and-Procedure/Practice-Notes/general/current/PN_SC_Gen_23.pdf) (checked 2026-10-23)

## Forms and precedents for this task

| Form or precedent | Kind | AI level | Summary |
| --- | --- | --- | --- |
| [Freedom of information request for a patient's own health records](https://ailawframework.com/precedents/personal-injury-and-compensation/vic-foi-request-own-health-records.md) | Letter | Yellow | A written request under section 17 of the Freedom of Information Act 1982 (Vic) for a patient's own health records held by a public sector agency, sent after an informal release request. |
| [Right to information application for a patient's own hospital records](https://ailawframework.com/precedents/personal-injury-and-compensation/qld-rti-application-own-health-records.md) | Letter | Yellow | A Queensland application for a patient's own public-hospital health records, using the hospital's administrative scheme first and a Right to Information application if a formal application is… |
| [HIPAA request for an injured person's records](https://ailawframework.com/precedents/personal-injury-and-compensation/us-hipaa-records-request.md) | Letter | Yellow | A request that a covered entity send an injured person's records to counsel, on one of two paths: an authorization under 45 CFR § 164.508, or the individual's access request under 45 CFR § 164.524. |
| [Access application for health information under the GIPA Act](https://ailawframework.com/precedents/personal-injury-and-compensation/nsw-gipa-access-application-health-information.md) | Letter | Yellow | An access application under the Government Information (Public Access) Act 2009 (NSW) for health information, used when the health service's own health-records process does not cover the request. |
| [Authority for a treating practitioner to release clinical records](https://ailawframework.com/precedents/personal-injury-and-compensation/authority-treating-practitioner-records.md) | Form | Yellow | Signed authority for one treating practitioner to release named clinical records for a named period, with a separate tick for counselling or mental-health records and a short covering letter.… |
| [Client authority and records request pack for a personal injury claim](https://ailawframework.com/precedents/personal-injury-and-compensation/client-authority-and-records-request-pack.md) | Form | Yellow | Signed client authority plus a schedule of record requests for a personal injury claim (treating doctors, hospitals, ambulance, employer and payroll, Medicare and Centrelink, insurers), with a… |
| [AI use policy for health information](https://ailawframework.com/precedents/personal-injury-and-compensation/firm-health-information-ai-policy.md) | Policy | Yellow | Firm rule for health information in plaintiff injury work: it stays in a firm-controlled tool, and public tools are not used. Court and tribunal rules still govern what may be prepared with a tool. |
| [Authority for a hospital to release treatment records](https://ailawframework.com/precedents/personal-injury-and-compensation/authority-hospital-records.md) | Form | Yellow | Signed authority for one hospital to release the emergency, inpatient, outpatient and imaging records of named attendances, plus a letter asking the hospital which access path and fee it requires.… |
| [Checklist for buying a medical-chronology tool](https://ailawframework.com/precedents/personal-injury-and-compensation/firm-chronology-tool-checklist.md) | Checklist | Yellow | Checks before a plaintiff firm approves a tool that will receive medical records: contract, training, security, a privacy impact assessment, and the court conditions for restricted material. |
| [UCPR Form 26A: subpoena to produce, with notice and declaration](https://ailawframework.com/precedents/personal-injury-and-compensation/form-nsw-ucpr-26a-subpoena-produce.md) | Form | Red | Link to UCPR Form 26A version 5, a subpoena to produce with the recipient's notice and declaration about copies and original documents. |
| [WorkSafe Form D, authority to release medical information: completion guide](https://ailawframework.com/precedents/personal-injury-and-compensation/form-vic-worksafe-form-d.md) | Form | Yellow | Link to WorkSafe Form D, the signed authority and consent to release medical information that accompanies a common law damages application. |

Signed-in accounts can read the full text of each one.

*Practice guidance for planning and review. Confirm current primary sources and the requirements of the actual matter. This is general information, not legal advice.*