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Home » How To... » Manage Changes » Reassign Account Managers And Authorized Representatives

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How To Reassign Account Managers and Authorized Representatives - Updated 11/16/2007

In today's fast-paced business environment optimizing how you use the skills of your staff requires foresight, flexibility and, occasionally, change. Changing the Plan Sponsor's Account Managers and/or Authorized Representatives may help you use key staff more effectively. The following information explains how to change a Plan Sponsor's Authorized Representative and/or Account Manager. Specifically, this document includes information about the following:

• Who is authorized to change the Account Manager associated with a Plan Sponsor?
• Who is authorized to change the Authorized Representative associated with a Plan Sponsor?
• When may I make changes to the Authorized Representative and Account Manager assignments?
• Are there restrictions governing the Account Manager or Authorized Representative changes?
• What if I want to replace my Account Manager with an RDS Secure Web Site user who is registered in a role other than an Account Manager (e.g., Authorized Representative or Designee)?
• What if I want to replace my Authorized Representative with an RDS Secure Web Site user who is registered in a role other than an Authorized Representative (e.g., Account Manager or Designee)?
• What if I want to replace my Authorized Representative or Account Manager with an individual who is not currently an RDS Secure Web Site user?
• What if I want to replace my Authorized Representative or Account Manager with an individual who has been invited by the RDS Center, but has not completed their registration process?
• What information is needed to change an Account Manager and/or Authorized Representative?
• When I terminate an Account Manager or Authorized Representative may I make the termination a date in the future?
• How, and to whom are changes in Account Managers and/or Authorized Representatives communicated?
• When I terminate an Account Manager or Authorized Representative do I have to immediately name a replacement, or can I terminate them and name the replacement later?
• When I terminate an Account Manager or Authorized Representative and name a replacement, is the termination effective immediately?
• What is required of a new Authorized Representative if applications have already been submitted for the Plan Sponsor to which they are assigned?
• How do I change an Account Manager and/or Authorized Representative?

Who is authorized to change the Account Manager associated with a Plan Sponsor?

Account Managers may remove themselves as the Account Manager for a Plan Sponsor, and assign someone else to that role. Additionally, the Authorized Representative may also remove an Account Manager and reassign someone else to the role. Designees or Actuaries cannot change the Account Manager associated with a Plan Sponsor.

Who is authorized to change the Authorized Representative associated with a Plan Sponsor?

Authorized Representatives may remove themselves as the Authorized Representative for a Plan Sponsor, and assign someone else to that role. Additionally, the Account Manager may also remove an Authorized Representative and reassign someone else to the role. Designees or Actuaries cannot change the Account Manager and/or Authorized Representative associated with a Plan Sponsor.

When may I make changes to the Authorized Representative and Account Manager assignments?

Changes to the Authorized Representative or Account Manager roles cannot be made until the Account Manager and the Plan Sponsor have passed initial validation in the RDS Secure Web Site. Until the authentication is complete, the Plan Sponsor or the Account Manager is not displayed in the RDS Secure Web Site; consequently no changes can be made.

Once the Account Manager and Plan Sponsor pass initial validation, you may make changes to the Authorized Representative and Account Manager assignments.

Are there restrictions governing the Account Manager or Authorized Representative changes?

Yes. Please keep the following restrictions in mind when changing Account Managers and/or Authorized Representatives:

1. The RDS system allows an individual to act in only one role at a time. The individual may be assigned to multiple Plan Sponsors, but only in the same role for each Plan Sponsor.

   For example, if an individual is an Account Manager for one Plan Sponsor's application, and another Plan Sponsor wants them to assist with their application, that individual may only act as an Account Manager for the second application, and no other role.

2. All Plan Sponsors must have both an Account Manager and an Authorized Representative assigned to them at all times. If you remove an individual from one of these roles you must identify a replacement at the same time so that the role will always be filled.
   1. Individuals that are currently Account Managers for one Plan Sponsor's application may be identified as a replacement Account Manager for another Plan Sponsor's application.
   2. Individuals that are currently Authorized Representatives for one Plan Sponsor's application may be identified as a replacement Authorized Representative for another Plan Sponsor's application.
   3. Individuals that currently have no role in the RDS system may be identified as replacements for either Account Manager or Authorized Representative roles.
   4. Individuals performing the functions of a Designee or an Actuary in the RDS system may not be identified as replacements for either Account Managers or Authorized Representatives as long as they still hold the role of Actuary or Designee for another Plan Sponsor's application.

What if I want to replace my Account Manager with an RDS Secure Web Site user who is registered in a role other than an Account Manager (e.g. Authorized Representative or Designee)?

As long as that user is assigned a role other than an Account Manager in the RDS Secure Web Site, you cannot identify that individual as a replacement for your Account Manager.

The RDS Secure Web Site only allows an individual to act in one role at a time.

However, an individual may change his role in the RDS Secure Web Site if he is removed from all Plan Sponsor applications in which he is assigned the original role.

For example, if a Designee wants to become an Account Manager, he must be deleted or terminated from all applications in which he is associated as the Designee. Once the Designee is no longer assigned to any applications as a Designee, he can be re-invited as a new user to act as a different role (e.g., Account Manager).

Note: Registering as a new role in the RDS Secure Web Site requires the user to repeat the registration process and create another Login ID and password for the new role.

Allow one day after the last termination date before trying to assign a user to a new role.

What if I want to replace my Authorized Representative with an RDS Secure Web Site user who is registered in a role other than an Authorized Representative (e.g., Account Manager or Designee)?

As long as a user is assigned a role other than an Authorized Representative in the RDS Secure Web Site, you cannot identify that individual as a replacement for your Authorized Representative.

The RDS Secure Web Site only allows an individual to act in one role at a time.

However, an individual may change his role in the RDS Secure Web Site if he is removed from all Plan Sponsor applications in which he is assigned the original role.

For example, if an Account Manager wants to become an Authorized Representative, he must be terminated from all Plan Sponsors in which he is associated as the Account Manager. Once the Account Manager is no longer assigned to any application as an Account Manager he can be re-invited as a new user to act as a different role (e.g., Authorized Representative).

Note: Registering as a new role in the RDS Secure Web Site requires the user to repeat the registration process and create another Login ID and password for the new role.

Allow one day after the last termination date before trying to assign a user to a new role.

What if I want to replace my Authorized Representative or Account Manager with an individual who is not currently an RDS Secure Web Site user?

You may identify that individual as a replacement. Individuals that currently have no role in the RDS system may be identified as replacements for either Account Managers or Authorized Representatives.

Reminder: Once you assign a role to that individual, they can only function in that role for you or any other Plan Sponsor until they are removed from that role for all Plan Sponsors.

What if I want to replace my Authorized Representative or Account Manager with an individual who has been invited by the RDS Center, but has not completed their registration process?

You may assign an individual as an Authorized Representative or Account Manager even though they have not completed the registration process. However, the role is not activated until the user's registration is complete and their Login ID is active in the RDS Secure Web Site.

What information is needed to change an Account Manager and/or Authorized Representative?

Before you change an Account Manager and/or Authorized Representative you must have the following information ready:

1. The desired termination date for the current Account Manager and/or Authorized Representative. This date may be a date in the future; however, it cannot be a date in the past.
2. The e-mail address of the individual you have selected as the replacement for the current Account Manager or Authorized Representative.
3. The answers to your two security questions.

When I terminate an Account Manager or Authorized Representative may I make the termination a date in the future?

Yes. When you indicate the termination date for an Account Manager or Authorized Representative you may either select the current date, or any date in the future. You may not select a date in the past.

How, and to whom are changes in Account Managers and/or Authorized Representatives communicated?

When you change your Account Manager or Authorized Representative to a new RDS Secure Web Site user, the new Account Manager or Authorized Representative is sent an email from the RDS Center inviting them to register a Login ID and password for the RDS Secure Web Site. Also, the Authorized Representative or Account Manager is copied on the e-mail as applicable.

When you change your Account Manager or Authorized Representative to an existing RDS Secure Web Site user, the existing Account Manager or Authorized Representative is sent an e-mail indicating which Plan Sponsor assigned them.

When you terminate an Account Manager, the following e-mail is sent to that individual, with a copy to the Authorized Representative.

When you terminate an Authorized Representative, the following e-mail is sent to that individual, with a copy to the Account Manager.

When I terminate my Account Manager or Authorized Representative do I have to immediately name a replacement, or can I terminate them and name the replacement later?

When you terminate the current Account Manager or Authorized Representative, you must name the replacement during the same transaction. All Plan Sponsors must have both an Account Manager and an Authorized Representative assigned to them at all times. If you remove an individual from one of these roles you must identify a replacement at the same time so that the role will always be filled.

When I terminate an Account Manager or Authorized Representative and name a replacement, is the termination effective immediately?

No. The termination date is not effective until midnight of the termination date entered. Until that time the Authorized Representative or Account Manager's RDS Secure Web Site access and authorities remains unchanged.

What is required of a new Authorized Representative if applications have already been submitted for the Plan Sponsor to which they are assigned?

When a new Authorized Representative is assigned and becomes effective, all active and approved applications will be placed into a 'Re-Sign Application' status. These applications remain in this status until the new Authorized Representative signs-off on each application. The Authorized Representative needs to agree to the Plan Sponsor agreement and re-submit each application to remove the application from this status.

When logging on to the RDS Secure Web Site, the Authorized Representative is notified of any active/approved applications that must be re-signed. This notification continues until the application(s) are signed. The Plan Sponsor agreement indicates a status of 'Re-Sign Application' for those applications requiring action by the new Authorized Representative.

For more information on how to Submit an Application, go to: http://rds.cms.hhs.gov/how_to/submit.htm.

How do I change an Account Manager and/or Authorized Representative?

To change an Account Manager and/or an Authorized Representative associated with a Plan Sponsor, follow the steps below:

1. 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.

   

2. The RDS Secure Web Site home page displays as shown below. Click on the Reassign Roles link in the right hand navigation menu.

   

3. The Reassign Role(s) page displays as shown below.

   

4. From the Reassign Role(s) page, select from the drop down menu the Plan Sponsor for which you need to change a role, and the role you need to change (Authorized Representative or Account Manager).

   To proceed with the role change, click Continue.

   To cancel the role change, click Cancel to return to the RDS Secure Web Site home page.

5. The Reassign Role(s) page displays the role selected for reassignment and information about the individual currently in the role, as shown below.

   

6. To change the individual assigned to the role, provide the termination date for the current individual in this role. (This date may be a date in the future; however, it cannot be a date in the past.)

   Reminder: The termination date is not effective until midnight of the termination date entered. Until that time the current Authorized Representative or Account Manager's RDS Secure Web Site access and authorities remains unchanged.)

7. Next provide the e-mail address of the designated replacement.
8. Once the termination date and e-mail address fields are completed, click Go.
9. If the e-mail address entered is found, and that user is currently in the same role in which you are trying to assign them, the page displays as shown below.

   If the e-mail address was not found continue to step 10.

   

   Scroll down the page to view the summary information showing the reassignment details and name and e-mail address of the replacement selected.

   If this information is correct, answer your two security questions and click the Reassign button at the bottom of the page. The role reassignment is complete; however, the termination date for the outgoing Account Manager or Authorized Representative is not effective until midnight of the termination date entered. Until that time the individual's RDS Secure Web Site access and authorities remains unchanged.

10. If the e-mail address entered is not found, the page displays as shown below.

    If the e-mail address was found, but the user is currently in an RDS Secure Web Site role other than the one for which you are trying to assign, continue to step 11.

    

    Click Assign New to enter a new Account Manager or Authorized Representative.

    Enter the First Name, Last Name, and E-mail address for the new Account Manager or Authorized Representative and click Continue. An e-mail is sent to that individual inviting them to register for RDS Secure Web Site user access.

    The role reassignment is complete; however, the termination date for the outgoing Account Manager or Authorized Representative is not effective until midnight of the termination date entered. Until that time the individual's RDS Secure Web Site access and authorities remain unchanged.

11. If the e-mail address was found, but the user is currently in an RDS Secure Web Site role other than the one for which you are trying to assign, the page displays as shown below.

    

See the following questions and answers in this document on more information about replacing the Account Manager or Authorized Representative with someone who is currently performing the functions of another role, or assign another individual not currently in another role.

What if I want to replace my Authorized Representative with an RDS Secure Web Site user who performing the function of another role other than an Authorized Representative (e.g., Account Manager or Designee)?

What if I want to replace my Account Manager with an RDS Secure Web Site user who is registered in a role other than an Account Manager (e.g. Authorized Representative or Designee)?