Valley View Manor: Medical Records Gaps Found - MN
That was the explanation she gave inspectors on November 14, 2025, when they asked about two residents whose medical records were missing documentation from routine physician visits that had taken place months earlier.
One resident, identified in inspection records only as R1, had been seen by a physician on August 1, 2025, and again by a nurse practitioner on October 7, 2025. Neither visit note had made it into the facility's electronic health record. The resident had diagnoses including atherosclerotic heart disease, morbid obesity, depression, and anxiety. The visits were routine nursing home rounds, not emergencies. But the notes from them were sitting in an outside medical system that the health information manager said she had no access to.
She told inspectors she would have the director of nursing retrieve them.
When inspectors returned five days later, on November 19, the notes still were not in R1's electronic chart. They arrived that morning by email from the director of nursing, sent at 8:23 a.m.
A second resident, R4, had been seen for a recertification visit on September 26, 2025. The note from that visit had eventually been uploaded into R4's chart, but not until November 14, the same day inspectors arrived and started asking questions. R4's diagnoses included a dislocated right shoulder, obesity, and schizophrenia. The health information manager told inspectors the note had sat in the outside medical system for nearly seven weeks before anyone moved it over.
The health information manager acknowledged she was responsible for uploading visit notes received by fax. Notes that originated in outside medical systems required a different process, one that involved accessing those systems directly and extracting the documentation before uploading it to the facility's own records platform. She told inspectors she was unaware of the facility's process for ensuring notes were placed in the electronic health record in a timely way.
The vice president of clinical services told inspectors on November 19 that the facility's electronic health record system did, in fact, allow staff to access outside records and pull dictated notes directly. The process involved locating the notes, downloading them, and placing them under a miscellaneous tab in the facility's system. The vice president said she had shown the health information manager how to do this "a while ago," but had to demonstrate it again that day.
The director of nursing said she had been unaware that the notes for either resident were missing from the facility's system. She told inspectors her expectation was that visit notes be placed in the electronic health record as soon as they were available. Then she said what the gap actually meant: without those notes in the chart, something could be missed. In an emergency, the medical record would not be complete.
Inspectors requested the facility's written policy on maintaining accurate and complete medical records. It was never provided.
The violation was cited at a level of minimal harm or potential for actual harm, affecting a small number of residents. That classification reflects the absence of documented injury in this case. It does not reflect what the director of nursing herself described: a chart that, in a crisis, would leave whoever was treating a resident without the full picture of what had happened to them.
R1's heart disease. R4's shoulder. The visits, the assessments, the clinical thinking that went into those notes. Locked in an outside system, unfiled, for weeks.
Full Inspection Report
The details above represent a summary of key findings. View the complete inspection report for Valley View Manor Hcc from 2025-11-19 including all violations, facility responses, and corrective action plans.
Additional Resources
Data source: Official federal inspection data from the Centers for Medicare & Medicaid Services (CMS).
Editorial process: AI-synthesized regulatory data, reviewed for accuracy by our editorial team.
Professional review: All content reviewed by Christopher F. Nesbitt, Sr., NH EMT & BU-trained Paralegal.
Last verified: June 20, 2026 · Our methodology
Valley View Manor Hcc in LAMBERTON, MN was cited for violations during a health inspection on November 19, 2025.
Neither visit note had made it into the facility's electronic health record.
Health inspections identify deficiencies that facilities must correct. Violations range from minor documentation issues to serious safety concerns. Review the full report below for specific details and facility response.