How To Change Plan Sponsor Information - Updated 09/20/2007
Occasionally it may be necessary for the Plan Sponsor to change the information previously provided in the RDS Secure Web Site about its organization. This document explains how to change Plan Sponsor information in the RDS Secure Web Site. Specifically, this document includes information about the following:
- What Plan Sponsor information may be changed?
- What Plan Sponsor information may not be changed?
- Who may change Plan Sponsor information?
- How, and to whom are changes in Plan Sponsor information communicated?
- What safeguard is in place in the RDS system to ensure that Plan Sponsor information is changed only by an authorized individual?
- How do I change Plan Sponsor information?
What Plan Sponsor information may be changed?
All or some of the following Plan Sponsor information may be changed:
- Business Telephone Number
- Fax Number
- Type of Organization
- Company Address
- Company Home Page
What Plan Sponsor information may not be changed?
The Plan Sponsor's EIN and Company name may not be changed. This information was used during the initial Plan Sponsor registration process to authenticate the Plan Sponsor as a valid entity and consequently cannot be changed.
In the event an EIN or Company name changes due to new ownership or a merger/acquisition, the Account Manager must create a new Plan Sponsor account for the new EIN and/or name. The application under the original EIN and Company name may remain unchanged and finish out the plan year as originally submitted. Any new applications required as the result of a new plan should be registered under the new Plan Sponsor ID, using the new EIN and/or Company name. Future guidance will be provided in this area.
Who may change Plan Sponsor information?
Only Account Managers may change Plan Sponsor information for the Plan Sponsors to which they are assigned. Authorized Representatives, Actuaries, and Designees may not change Plan Sponsor information.
How, and to whom are changes in Plan Sponsor information communicated?
When an Account Manager changes any Plan Sponsor information in the RDS Secure Web Site, the Authorized Representative receives an e-mail verifying that the Plan Sponsor information was changed.
Additionally, the Account Manager who made the change is sent a copy of this same e-mail.
The Change of Plan Sponsor Information e-mail will read as follows:
Cc: AM
Dear AR,
The Plan Sponsor information has changed for XYZ Corporation, a participant in the Medicare Retiree Drug Subsidy (RDS) program. Please go to the RDS Center web site [http://rds.cms.hhs.gov/] for details of this change.
If you have questions, please call the RDS Help Line at (877) RDS-HELP, or (877) 737-4357. TTY for the hearing impaired: (877) RDS-TTY0, or (877) 737-8890.
Sincerely,
The RDS Center
Please Note: This e-mail message was sent from a notification-only address that cannot receive incoming e-mail, so please do not reply to the e-mail.
What safeguard is in place in the RDS system to ensure that Plan Sponsor information is changed only by an authorized individual?
Only the authenticated Account Manager has access to the RDS Secure Web Site functionality that allows Plan Sponsor information to be changed. All other users have view only access to Plan Sponsor information.
Additionally, since the Authorized Representative receives the e-mail indicating that the Plan Sponsor information was changed, the Authorized Representative should carefully review those changes. He or she may contact the Account Manager if a change is incorrect, or if additional changes are required.
How do I change Plan Sponsor information?
To change Plan Sponsor information an Account Manager must follow the steps described below:
- Login to the RDS Secure Web Site by entering your Login ID and Password in the Account Login fields in the right hand navigation menu.
- The RDS Secure Web Site home page displays as shown below.
- From the RDS Secure Web Site home page, find the Plan Sponsor requiring the information change and select that Plan Sponsor ID.
The Application List page displays as shown below.
- From the Application List page, click the Plan Sponsor Information link in the right hand navigation menu.
The Plan Sponsor Information page displays as shown below. Although it displays in edit mode for the Account Manager, all other users see a view only mode since the Account Manager is the only user able to update Plan Sponsor information.
- From the Plan Sponsor Information page, enter the new information in the applicable field(s).
Reminder: The EIN and Company name are not updateable as this information was used during the Plan Sponsor authentication process.
- To save your changes, click Continue. The Plan Sponsor Information Summary page displays as shown below.
Note: Clicking Cancel erases your changes and returns you to the Plan Sponsor Application List page.
- In order to complete the Plan Sponsor change of information request, click Continue.
To edit the Plan Sponsor information change, click Edit to return to the Plan Sponsor Information page. Repeat steps 5 & 6 until you have completed the Plan Sponsor change of information.Note: Changes to Plan Sponsor Information are effective immediately in the RDS system. Print the confirmation page for your records.
Once complete, the Plan Sponsor Information Confirmation page displays as shown below.
- Click Continue to return to the Plan Sponsor Application List page as shown below.
