Authorized Representative Registration

User Roles:

AR

Overview

This section provides an overview of information needed to register as an Authorized Representative.

Required Registration Information

The information collected during Registration is limited to the information necessary to perform authentication, permit RDS Secure Website use, and allow the RDS Center to contact each user if necessary. Required registration information varies depending on the user role. All registered users must have a U.S. Social Security Number.

User Management is the responsibility of the Plan Sponsor. For data integrity and security purposes, CMS’ RDS Center does not alter registered user information on the user’s behalf.

An invitation email is generated for each Plan Sponsor account to which the Authorized Representative is invited. Registration is only required once for each new account, so if the Authorized Representative is assigned to multiple Plan Sponsor accounts before completing registration, the Authorized Representative must use the most recent registration email received to complete registration. The active registration hyperlink is associated with only the most recent invitation email generated. If the user is already an existing Authorized Representative, re-registration is not required. The user will simply see the new Plan Sponsor account within the Secure Website on their Effective Date.

The Authorized Representative provides the following information during registration:

  • First Name
  • Middle Initial (optional)
  • Last Name
  • U.S. Social Security Number
  • Date of Birth
  • Job Title
  • Email Address (Provided by the Account Manager)
  • Phone Number
  • Mailing Address

Step-by-Step Instructions

This section provides step-by-step instructions to complete Authorized Representative registration.

Registration can begin after the user receives the invitation email. Follow the instructions in the invitation email to begin Registration. If the Authorized Representative is invited to multiple applications at once, the user must use the most recent invitation to register, as only the most recent invitation has the active registration hyperlink.

From the Invitation Email sent from CMS' RDS Center:

  1. Select the Authorized Representative Registration page link to access the Authorized Representative Registration page.

On the Authorized Representative Registration page in the Authorized Representative Agreement section:

An * indicates a required field.

  1. *Select the checkbox to confirm that you agree that the Account Manager is an approved agent for the Plan Sponsor.
  2. Read the User Agreement. Use the scroll bar to scroll through and view the User Agreement, or select the link to view and print the User Agreement in a new window.
  3. *Select the checkbox to accept the User Agreement.
  4. Select Continue to proceed, or close the browser to terminate this process.

     Select [Continue]

In the Authorized Representative Information section:

An * indicates a required field.

  1. *Enter the First Name
  2. Enter the Middle Initial
  3. *Enter the Last Name
  4. *Enter the Date of Birth
  5. *Enter the Social Security Number
  6. *Enter the Phone Number
  7. Extension
  8. *Enter the Job Title
  9. *Enter Street Line 1
  10. Enter Street Line 2
  11. *Enter the City
  12. *Select the State
  13. *Enter the Zip Code
  14. *Enter a Login ID based on the Login ID Requirements.
  15. *Enter a Password based on the Password Requirements.
  16. *Re-enter Password for verification.
  17. *Select Security Questions and enter Answers (these are not case-sensitive fields when you are asked for them within the Secure Website).
  18. Select Continue to proceed or or close the browser to terminate this process.

     Select [Continue]

In the Authorized Representative Confirmation pop-up window:

  1. Print this page for your records.
  2. Review the important reminders
  3. Select Exit to return to the RDS Program Website homepage.

     Select [Exit]

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Troubleshooting

Error Message Descriptions and Resolutions

Use the following table to assist in resolving errors associated with Authorized Representative Registration.

Table 1: Error Message Descriptions and Resolutions
Message Text Message Type Condition Resolution
Invalid Value/Field is required. Error Required field(s) left empty and/or field(s) contains invalid data. Populate all required fields with valid data.
<Field Name> is required. Enter a valid value in the <Field Name> field. Error Required field(s) left empty and/or field(s) contains invalid data. Populate all required fields with valid data.
Select the checkbox to confirm that you have reviewed and agree to the User Agreement and Privacy Policy. Error User Agreement and Privacy Policy check box left unchecked. Select the checkbox.
The Social Security Number you provided is already in use. Users can have only one Login ID, which is identified by unique Social Security Number. Please re-enter the Social Security Number if it was entered incorrectly. Error The Social Security Number is associated to an active user account.
  • Re-enter the Social Security Number if it was entered incorrectly.
  • Your active account must be terminated before you may register to become an Authorized Representative. This occurs by removing you from all applications and Plan Sponsor accounts you are assigned to, even applications that have completed Reconciliation in the past. Refer to User Management for guidance on these processes.
Login ID is already in use. Enter a new Login ID. Error Login ID is already associated to another user account. Enter a new Login ID based on the Login ID Requirements.
Password invalid. Password entered does not meet the requirements. Error Invalid password format. Enter a new Password based on the Password Requirements
Password entries do not match. Error Password field and Re-enter Password Field values do not match. Ensure the Password field and the Re-enter Password field match exactly.
Security Questions cannot be the same. Error Same value selected for Security Question 1 and Security Question 2. Ensure Security Question 1 and Security Question 2 are not the same question selection.

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Field Formats

Use the following tables to assist in completing form fields associated with Authorized Representative Registration

Authorized Representative Information Field Formats

Table 2: Authorized Representative Information
Field Name Required or Optional Size Limit Character Requirements Notes
First Name Required 1-30 Characters Alpha, Numeric, and Special Characters Allowed Must be associated with Social Security Number
Last Name Required 1-40 Characters Alpha, Numeric, and Special Characters Allowed Must be associated with Social Security Number
Middle Initial Optional 1 Character Alpha, Numeric, and Special Characters Allowed Must be associated with Social Security Number if provided
Date of Birth Required -Month = 1-2 Characters
-Day = 1-2 Characters
-Year = Exactly 4 Characters
Numeric Only
  • Must be associated with Social Security Number
  • Any valid historical date is accepted
U.S. Social Security Number Required Exactly 9 Characters Numeric Only Must be issued by the United States
Phone Number Required Exactly 10 Characters Numeric Only None
Extension Optional 1-5 Characters Numeric Only None
Job Title Optional 1-20 Characters Alpha, Numeric, and Special Characters Allowed None

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Authorized Representative Mailing Address Field Formats

Table 3: Authorized Representative Mailing Address
Field Name Required or Optional Size Limit Character Requirements Notes
Street Line 1 Required 1-40 Characters Alpha, Numeric, and Special Characters Allowed None
Street Line 2 Optional 1-40 Characters Alpha, Numeric, and Special Characters Allowed None
City Required 1-30 Characters Alpha, Numeric, and Special Characters Allowed None
State Required Pre-defined Choices Pre-defined Choices None
Zip Required 5 or 9 Characters Exactly Numeric Only None

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Login Information Field Formats

Table 4: Login Information
Field Name Required or Optional Size Limit Character Requirements Notes
Login ID Required 8 – 15 Characters Can only contain Uppercase letters, Lowercase letters or numbers Must be unique per Secure Website account
Password Required 8 – 14 Characters Password must include each of the following:
  • 1 - Lowercase letter
  • 1 - Uppercase letter
  • 1 - Number
  • 1 - Special character
  • Must begin with a letter
  • Cannot contain the Login ID
  • Cannot contain a reserved word. For more information, go to: Reserved Words List
  • Cannot be a dictionary word or name
Re-enter Password Required 8 – 14 Characters Password must include each of the following:
  • 1 - Lowercase letter
  • 1 - Uppercase letter
  • 1 - Number
  • 1 - Special character
  • Must match Password
  • Must begin with a letter
  • Cannot contain the Login ID
  • Cannot contain a reserved word. For more information, go to: Reserved Words List
  • Cannot be a dictionary word or name

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Security Questions Field Formats

Table 5: Security Questions
Field Name Required or Optional Size Limit Character Requirements Notes
Security Question 1 Required Pre-defined Choices Pre-defined Choices Must be different than Security Question 2
Answer Security Question 1 Required 1 – 50 Characters Alpha, Numeric, and Special Characters Allowed Will not be case-sensitive when the Secure Website asks you for the Answer
Security Question 2 Required Pre-defined Choices Pre-defined Choices Must be different than Security Question 1
Answer Security Question 2 Required 1 – 50 Characters Alpha, Numeric, and Special Characters Allowed Will not be case-sensitive when the Secure Website asks you for the Answer

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