Regenerate and download billing files

You can regenerate and download a copy of any billing file generated in the last seven days. This ability can be very useful in cases where the agency needs to pick up additional patient care reports that were locked after the file was generated, but which need to be part of the billing file.

Note: By default, you can only request the regeneration of five files in a 24-hour time period.

If your agency needs more than five regenerations requests per day, contact ESO technical support for assistance.

If you need billing information from prior to the last seven days, you can request a billing file with the date range you need.

Information on requesting a billing file is available in View and request billing information.

  1. Do one of the following.

    • (If you are already working in the ESO Suite) Click the Home icon in the upper left corner of the screen.

      1. In a web browser, go to https://www.esosuite.net/EsoSuite.

        The ESO Suite login screen appears.

      2. Enter your user name, password, and agency name, then click Let's Go.

        If MFA is enabled, the Multi-factor authentication dialog box appears, displaying one or more methods you can use to verify your login credentials. The number of methods that appear in the dialog box depends on what MFA methods your ESO Suite administrators enabled in the Admin module.

        Click graphics
        to open them.

        Information on enabling MFA and specific MFA methods is available in the Admin module online help, in Configure multiple-factor authentication.

        Note: If your ESO Suite administrators have disabled MFA ("opted-out"), this dialog does not appear.

      3. (If the Multi-factor authentication dialog box appears) Depending on which buttons appear in the dialog box, verify your login in one of the following ways.

        1. Click MFA verification via authenticator app.

          The dialog box updates with boxes for entering the numbers of the authentication code, and the ESO Suite sends an authentication code to the authenticator application installed on your device.

        2. Open your authenticator application and note the authentication code currently displayed.

        3. Enter the authentication code displayed in the authenticator application.

        4. Click Log In.

        SMS

        1. Click MFA verification via SMS.

          The dialog box updates with boxes for entering the numbers of the authentication code, and the ESO Suite sends an authentication code to the phone number recorded in your PM records and identified with MFA codes.

        2. Enter the authentication code sent to your MFA-registered phone number.

        3. Click Log In.

        1. Click MFA verification via email.

          The dialog box updates with boxes for entering the numbers of the authentication code, and the ESO Suite sends an authentication code to your agency or department email address, recorded in your PM records.

        2. Enter the authentication code sent to your agency or department email address.

        3. Click Log In.

    The ESO Suite landing screen appears.

    Click graphics
    to open them.

    Note: You can access and manage your MFA options through the PM module, on the Settings > Account page, as described in Manage a user account. If your agency or department has enabled MFA but has not purchased the full-featured version of the PM module, you can access your own MFA settings by clicking Change my Multi-Factor Authentication settings on the landing screen, then using the Settings > Account page that appears. If your agency has not enabled MFA, the Change my Multi-Factor Authentication settings link does not appear on the landing screen.

  2. On the top side of the home screen, click Admin.

    Tip: If your screen or browser window is too narrow to display all your agency's ESO Suite module icons, an options icon appears on the right side of the icon bar. If you click the options icon, a menu appears containing additional module icons.

    The Admin screen appears, displaying the Welcome screen.

  3. In the left pane, expand Extracts, then click Download.

    The Download screen appears, listing every billing file generated in the last seven days.

  4. Do any of the following.

    • Below the name of the billing file whose status you want to know, read the gray text.

      • Created indicates the date the file was generated, if one was. If there was no data available when the file was scheduled for creating, then a file is not generated.
      • Status indicates whether file was contains no data, is queued for generation, or has been successfully completed.

    A file must have a status of Completed for you to be able to regenerate it.

    In the upper right corner of the Download screen, a red label with a counter reflects the number of requests you have made in the current 24-hour time period. You can only request the regeneration of five files in a 24-hour time period. This counter resets to zero at midnight.

    1. To the right of the file you want to regenerate, click Regen.

      The Regenerate File? dialog box appears.

    2. Click Save.

      The file to regenerate appears at the top of the list on the Download screen, and the Stop button appears to the right of it, in case you want to stop the regeneration later.

      In the upper right corner, the counter number in the red label increments to reflect your regeneration request.

    A file must still have a status of Queued for you to stop the file from generating.

    1. To the right of the file you want to prevent from generating, click Stop.

      The Cancel? dialog box appears.

    2. Click Stop.

      In the upper right corner of the Download screen, a red label with a counter decrements by one.

    A file must have a status of Completed for you to download it. You have the option to download the file as-is, without regenerating it first. The as-is version of the file is exactly what was sent to your billing company.

    You can also request the regeneration of a file, then download the new version of it.

    • Click Download.

      The file downloads to the download location on your computer.

    • In the Search field, type the characters in the name of the list item you need to find.

      As you add each character, the list automatically reduces to only items containing that sequence of characters.

    Note: The process for searching a list shown below applies to any list in the ESO Suite.

    1. On the right side of the screen, click the filter menu.

      Note: The name of the menu varies, reflecting the option currently selected for filtering the list.

      The menu of filter options appears, displaying different types of billing file.

    2. Select the option you want to use to filter the list.

      The list updates to reflect your selection.