What You Can and Cannot Edit Once an Activity is Started or Completed
Guidelines on what can be edited after starting or completing an activity.
Table of Contents
Pear Suite provides a balance of flexibility and data integrity, ensuring that documentation remains reliable for billing and reporting. While certain details can be updated to reflect real-time changes, core activity data is protected once a task is underway or completed.
Before the activity starts
Prior to launching an activity, you have full control over the scheduling and assignment details. You can freely edit: The Responsible User: Reassign the task to a different team member if needed. The Date and Time: Reschedule the appointment for a future or past block. Assigned Members: Add or remove participants from the activity. Activity Template: If you selected the wrong type of activity, you can delete the scheduled instance and recreate it with the correct template.
After the activity has started
Once an activity is "In Progress," the system locks the core structure to ensure the integrity of the encounter. What you can change: You can still update the status, enter notes, and manually adjust the Start or End Time to ensure billing accuracy. What is locked: You cannot change the flow (questions) or the specific tasks defined within that activity template once the session has begun.
After the activity is completed
Once an activity is moved to "Completed," it becomes a permanent part of the member's medical or care record. Restricted Actions: You cannot delete the activity, and you cannot change any of the original questions or answers provided during the session. Permissions: You can still view and export a full summary of the activity for external reporting. Note Transparency: You can edit encounter notes; however, all edits are tracked with version control to maintain a clear audit trail.
Handling errors in completed records
If you discover an error after an activity has been finalized, the platform's best practice is to add a clarifying note. By adding a new note to the activity, you can explain the correction or flag an issue without overwriting the original historical data. This ensures your records remain HIPAA-compliant and audit-ready.