Change Payment Setup

User Roles:

AM

AR

Program Components:

Payment Setup

Overview

This section provides an overview of the following topics related to changing Payment Setup:

Introduction to the Change Payment Setup Feature

The Change Payment Setup feature allows Plan Sponsors to modify existing Report Cost and Request Payment privileges as needed for reporting costs, requesting payment, and completing Reconciliation.

CMS' RDS Center does not limit the number of times changes can be made to Payment Setup. However, Payment Setup must be completed before submitting a cost report or making a payment request.

Before cost data is reported, anything can be changed in Payment Setup. It is not until after cost data has been reported that there are rules on what can be changed within Payment Setup.

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Payment Setup Changes by Step

The Payment Setup process consists of six steps, and once submitted, a Plan Sponsor may only modify Steps 2, 3, 4, and 5. If Steps 2, 3, 4, or 5 are modified, Step 6 automatically changes to a status of "Incomplete." The Plan Sponsor must then return to Step 6: Final Review to Complete Payment Setup to verify and submit any changes.

Step 2: Assign Payment/Cost Privilege to Account Manager

An Account Manager can be assigned one of the following privileges:

  • Request Payment (and, consequently, only view cost data)
  • Report Costs (and, consequently, only view payment requests)
  • View Only (view both cost and payment data only)

Step 3: Assign Payment/Cost Privilege to Designee(s)

  • A Designee can be assigned to report costs or request payment, but not both on the same application.
  • A Plan Sponsor can decide to assign payment-related privileges (Report Costs or Request Payment) to existing Designees already defined on the application or add new Designees during the Payment Setup process and assign them payment-related privileges.

Step 4: Specify Vendors for Cost Reporting

  • A Vendor can be assigned to report costs using Data Entry or Mainframe cost report submission methods.
  • A Vendor Designee must be assigned if the Vendor is reporting costs by Data Entry. A Vendor Designee is optional if the Vendor is reporting by Mainframe. A Vendor can be removed from the application up until the Vendor reports costs.

Step 5: Assign Benefit Options to Cost Reporters

As a rule:

  • At least one Cost Reporter must be assigned to each Benefit Option; however, it is also possible to have more than one Cost Reporter for a Benefit Option.
  • The Cost Reporters could be multiple Vendors or multiple Plan Sponsor Cost Reporters, or a combination of both.
  • Plan Sponsor Designee Cost Reporters can only view or report the cost data for their assigned Benefit Options. Vendor Designees can only view or report the cost data for the Benefit Options assigned to their Vendor. The Account Manager can view all cost data on the application but can only report cost data for their assigned Benefit Options.

Step 6: Final Review to Complete Payment Setup

  • If changes are entered and Step 6 becomes "Incomplete," Plan Sponsors must return to Step 6: Final Review to Complete Payment Setup and resubmit the changes to CMS' RDS Center for them to take effect.

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Change Payment Setup Rules

Payment Setup must be completed before submitting cost reports or payment requests. The Payment Setup Status column on the Application List page or Payment Setup page must read "Complete." If the Payment Setup Status column displays a link to Payment Setup, the setup is considered "Incomplete."

Only "Approved" applications display a status of "Complete" on the Application List page. Reconciliation or appeal statuses display "Not Applicable" even though Payment Setup may be "Complete."

Payment Setup and Reconciliation Step 2: Review Payment Setup must be complete to proceed with Reconciliation.

After Payment Setup is submitted without errors, an application's Payment Setup status is instantly changed to "Complete." The completed Payment Setup status may be viewed on the Application List page or Payment Setup page. Since the Payment Setup Status is updated instantly, changes to Payment Setup can be made minutes before submitting cost reports or payment requests.

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Limitations When Making Changes to Payment Setup

Limitations do exist when making changes to Payment Setup. The following actions are not allowed in Payment Setup if a Cost Reporter has submitted a cost report:

After cost data has been reported:

  • You cannot remove the Report Costs privilege from the Account Manager or Plan Sponsor Designee if that specific person reported costs;
  • You cannot remove a Vendor after the Vendor reported costs; and
  • You cannot remove a Benefit Option from a specific Cost Reporter after that Cost Reporter reported costs.

Note: Payment Setup will display as Complete on the Application List page when the application status is “Approved” or “Reconciliation Complete.” “Not Applicable” is displayed for other Reconciliation statuses because Payment Setup must be accessed from the Reconciliation Checklist during Reconciliation.

Payment Setup must be completed before submitting a cost report or a payment request. Payment Setup and Reconciliation Step 2: Review Payment Setup must be complete to proceed with Reconciliation.

If Payment Setup is "Incomplete," the RDS Secure Website prevents a Cost Reporter from entering costs. If Payment Setup is "Incomplete" when a Mainframe cost report is processed, the cost report will be rejected and displayed on the RDS Secure Website with a status of "Mainframe: Errors Detected."

 

Screen shot of Payment Setup Menu page with all Setup steps showing Complete Status.

Note: Prior to Reconciliation, if the Payment Setup Status column on the Application List page has a Payment Setup link, then Payment Setup is "Incomplete."

 

Screen shot of Application List page with emphasis on Payment Setup status in the Payment Setup Status column of the Application List table.

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User Roles and Privileges to Change Payment Setup

The Authorized Representative or Account Manager can make changes to Payment Setup. Payment Setup allows a Plan Sponsor to assign a Cost Reporter, Payment Requester, and any Vendors or Vendor Designee roles.

For more information about the user roles required in Payment Setup, refer to Complete Payment Setup.

User Role Changes Affecting Payment Setup

If the Account Manager is reassigned, no changes need to be made to Payment Setup because privileges are attached to the user role, not the person. For more information, refer to Complete Payment Setup.

Changes to the Authorized Representative user role do not affect Payment Setup, since the Authorized Representative automatically defaults to the Request Payment privilege and cannot be changed.

However, the Authorized Representative is not required to request payment. The Account Manager or a Designee can also be assigned the Request Payment privilege for an application.

Note: The Authorized Representative is the only person who may request Reconciliation payments.

Add a Designee in Payment Setup

Designees may be added during Payment Setup at any time in the process. For information about adding a Designee through the Payment Setup process, refer to Complete Payment Setup.

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Step-by-Step Instructions

This section provides step-by-step instructions to make the following changes to Payment Setup:

  • Change Account Manager Payment/Cost Privileges
  • Change Designee Payment/Cost Privileges
  • Change Benefit Options Assigned to Cost Reporters
  • Delete Designees from Payment Setup
  • Change Vendor Assignments in Payment Setup
  • Review and Complete Payment Setup

There are three standard Payment/Cost privileges that the Account Manager can be assigned: (1) Request Payment privilege, (2) Report Costs privilege, or (3) View Only privilege. Depending on the change being made to the Account Manager's privilege, there are a total of six possible "change" selections that can be applied:

Access the RDS Secure Website to Change Account Manager Payment/Cost Privileges

To access the RDS Secure Website and navigate to the Application List page, review instructions to access the RDS Secure Website.

From the Application List page:

  1. Find the appropriate Application ID.
  2. Select Payment Setup from the Actions dropdown menu and select Go or select the Payment Setup link in the Payment Setup Status column.

    Screen shot of Application List page with emphasis on the Payment Setup link and  Payment Setup in the Actions dropdown menu of the Application List table and Go button.

On the Payment Setup Menu page:

  1. To view the details of the selected Payment Setup, select View Payment Setup Options.

    Screen shot of Payment Setup Menu with emphasis on View Payment Setup Options link.

  1. To modify the Account Manager's privilege, select Step 2: Assign Payment/Cost Privilege to Account Manager.

    Screen shot of Payment Setup Menu with emphasis on Step 2 Assign Payment/Cost Privilege to Account Manager link.

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Change from Report Costs to Request Payment (Selection 1):

On the Assign Payment/Cost Privilege to Account Manager page:

  1. Select the Request Payment radio button and select Continue to proceed or select Cancel to return to the Payment Setup Menu page.

    Screen shot of Assign Payment/Cost Privilege to Account Manager page with emphasis on Request Payment and Continue.

Note: If the Account Manager you wish to assign the Request Payment privilege was previously assigned the Report Costs privilege, first remove all assigned Benefit Options. A Plan Sponsor is not allowed to remove a Benefit Option assignment if the Account Manager has reported costs for the Benefit Option.

On the Assign Payment/Cost Privilege to Account Manager Confirmation page:

  1. Select the Assign Benefit Options to Cost Reporters link to view the Assign Benefit Options to Cost Reporters page or select Cancel to return to the Payment Setup Menu page.

    Screen shot of Assign Payment/Cost Privilege to Account Manager Confirmation page with emphasis on Assign Benefit Options to Cost Reporters link.

On the Assign Benefit Options to Cost Reporters page:

  1. Select Assign Benefit Options from the Actions dropdown menu for the Cost Reporter to be modified and select Go.

    Screen shot of Assign Benefit Options to Cost Reporters page with emphasis on Assign Benefit Options in the Actions column of the Assign Benefit Options to Cost Reporters table and Go.

On the Assign Benefit Options page:

  1. Select Unselect All or select each checkbox to remove a particular Benefit Option.
  2. Select Continue to proceed or select Cancel to return to the Assign Benefit Options to Cost Reporters page.

    Note: After selecting Continue, you navigate to either the Assign Benefit Options Confirmation page if Payment Setup Step 6 is "Complete" or the Assign Benefit Options to Cost Reporter page if Payment Setup Step 6 is "Incomplete."

    Screen shot of Assign Benefit Options page with emphasis on Unselect All button, Select/Unselect column in the Assign Benefit Options table and Continue button.

On the Assign Benefit Options Confirmation page:

  1. Select Confirm to proceed or select Cancel to ignore this change and return to the Assign Benefit Options to Cost Reporters page.

    Screen shot of Assign Benefit Options Confirmation page with emphasis on the Continue button.

On the Assign Benefit Options to Cost Reporters page:

  1. Verify the Cost Reporter selected displays zero Benefit Options Assigned.
  2. Select Continue to return to the Payment Setup Menu page.

    Screen shot of Assign Benefit Options to Cost Reporters page with emphasis on Benefit Options Assigned column and Continue.

    Note: Once the Benefit Options are unassigned, proceed to change the Account Manager privileges from Report Costs to Request Payment.

On the Payment Setup Menu page:

  1. Select Step 2: Assign Payment/Cost Privilege to Account Manager.

    Screen shot of Payment Setup Menu with emphasis on Step 2 Assign Payment/Cost Privilege to Account Manager link.

On the Assign Payment/Cost Privilege to Account Manager page:

  1. Select Request Payment and select Continue to proceed or select Cancel to return to the Payment Setup Menu page.

    Screen shot of Assign Payment/Cost Privilege to Account Manager page with emphasis on Request Payment and Continue.

On the Assign Payment/Cost Privilege to Account Manager Confirmation page:

  1. Select Confirm to proceed or select Cancel to return to the Payment Setup Menu page without completing this step.

Screen shot of Assign Payment/Cost Privilege to Account Manager Confirmation page with emphasis on Confirm.

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Change from Report Costs to View Only (Selection 2):

On the Assign Payment/Cost Privilege to Account Manager page:

  1. Select View Only and then select Continue to proceed or select Cancel to return to the Payment Setup Menu page.

    Screen shot of Assign Payment/Cost Privilege to Account Manager page with emphasis on View Only and Continue.

On the Assign Payment/Cost Privilege to Account Manager Confirmation page:

  1. Select the Assign Benefit Options to Cost Reporters link to view the Assign Benefit Options to Cost Reporters page.

    Screen shot of Assign Payment/Cost Privilege to Account Manager Confirmation page with emphasis on Assign Benefit Options to Cost Reporters link.

    Note: Before changing the Account Manager's payment privilege, all assigned Benefit Options must be removed. A Plan Sponsor will also not be allowed to remove a Benefit Option assignment if the Account Manager reported costs for the Benefit Option.

On the Assign Benefit Options to Cost Reporters page:

  1. Select Assign Benefit Options from the Actions dropdown menu and select Go.

    Screen shot of Assign Benefit Options to Cost Reporters page with emphasis on Assign Benefit Options from the Actions column of the Assign Benefit Options to Cost Reporters table and Go.

On the Assign Benefit Options page:

  1. Select Unselect All or select each checkbox in the Assign Benefit Options table to remove a particular Benefit Option.
  2. Select Continue to proceed or select Cancel to return to the Assign Benefit Options to Cost Reporters page without completing this step.

    Note: After selecting Continue, you navigate to either the Assign Benefit Options Confirmation page if Payment Setup Step 6: Final Review to Complete Payment Setup is "Complete" or you navigate to the Assign Benefit Options to Cost Reporters page if Payment Setup Step 6 is "Incomplete."

    Screen shot of Assign Benefit Options page with emphasis on Unselect All button, Select/Unselect column in the Assign Benefit Options table, and Continue button.

On the Assign Benefit Options Confirmation page:

  1. Select Confirm to proceed or select Cancel to ignore this change and return to the Assign Benefit Options to Cost Reporters page.

    Screen shot of Assign Benefit Options Confirmation page with emphasis on Continue.

On the Assign Benefit Options to Cost Reporters page:

  1. Verify the Account Manager displays with zero Benefit Options Assigned.
  2. Select Continue to return to the Payment Setup Menu page.

    Screen shot of Assign Benefit Options to Cost Reporters page with emphasis on Benefit Options Assigned column and Continue.

    Note: Once the Benefit Options are unassigned, proceed to change the Account Manager privileges from Report Costs to View Only.

On the Assign Payment/Cost Privilege to Account Manager page:

  1. Select the View Only radio button then select Continue to proceed or select Cancel to return to Payment Setup Menu page without completing this step.

    Screen shot of Assign Payment/Cost Privilege to Account Manager page with emphasis on View Only and Continue.

On the Assign Payment/Cost Privilege to Account Manager Confirmation page:

  1. Select Confirm to proceed or select Cancel to return to the Payment Setup Menu page without completing this step.

    Screen shot of Assign Payment/Cost Privilege to Account Manager Confirmation page with emphasis on Confirm.

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Changing from Request Payment to Report Costs (Selection 3):

On the Assign Payment/Cost Privilege to Account Manager page:

  1. Select the Report Costs radio button then select Continue to proceed or select Cancel to return to the Payment Setup Menu page.

    Screen shot of Assign Payment/Cost Privilege to Account Manager page with emphasis on Report Costs and Continue.

On the Assign Payment/Cost Privilege to Account Manager Confirmation page:

  1. Select Confirm to continue or select Cancel to return to the Payment Setup Menu page without completing this step.

    Note: To complete the change from Request Payment to Report Costs privilege, a Reporting Method and Benefit Option(s) must be assigned to the new Cost Reporter.

    Screen shot of Assign Payment/Cost Privilege to Account Manager Confirmation page with emphasis on Confirm.

On the Payment Setup Menu page:

  1. Select Step 5: Assign Benefit Options to Cost Reporters.

     Assign Benefit Options to Cost Reporters.

On the Assign Benefit Options to Cost Reporters page:

  1. Select Specify Reporting Method from the Actions dropdown menu and select Go or select Continue to return to the Payment Setup Menu page.

    Screen shot of Assign Benefit Options to Cost Reporters page with emphasis on Specify Reporting Method from the Actions dropdown and Go.

On the Specify Reporting Method page:

  1. Select Data Entry or Plan Sponsor Mainframe to RDS Center Mainframe through CMS Extranet.
  2. Select Continue to proceed or select Cancel to return to the Assign Benefit Options to Cost Reporters page without completing this step.

    Screen shot of Specify Reporting Method page with emphasis on Reporting Methods and Continue.

On the Assign Benefit Options to Cost Reporters page:

  1. Select Assign Benefit Options from the Actions dropdown menu and select Go or select Continue to return to the Payment Setup Menu page.

    Screen shot of Assign Benefit Options to Cost Reporters page with emphasis on Assign Benefit Options from the Actions dropdown and Go.

On the Assign Benefit Options page:

  1. Select Select All or select each checkbox to choose a particular Benefit Option.
  2. Select Continue to proceed or select Cancel to return to the Assign Benefit Options to Cost Reporters page without completing this step.

    Screen shot of Assign Benefit Options page with emphasis on Select All, Select/Unselect column of the Assign Benefit Options table and Continue button.

On the Assign Benefit Options to Cost Reporters page:

  1. Verify the Account Manager displays with the appropriate number of Benefit Options Assigned.
  2. Select Continue to return to the Payment Setup Menu page.

    Screen shot of Assign Benefit Options to Cost Reporters page with emphasis on Benefit Options Assigned and Continue.

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Changing from Request Payment to View Only (Selection 4):

On the Assign Payment/Cost Privilege to Account Manager page:

  1. Select the View Only radio button then select Continue to proceed or select Cancel to return to the Payment Setup Menu page.

    Screen shot of Assign Payment/Cost Privilege to Account Manager page with emphasis on View Only and Continue.

On the Assign Payment/Cost Privilege to Account Manager Confirmation page:

  1. Select Confirm to continue or select Cancel to return to the Payment Setup Menu page without completing this step.

    Screen shot of Assign Payment/Cost Privilege to Account Manager Confirmation page with emphasis on Confirm.

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Change from View Only to Request Payment (Selection 5):

On the Assign Payment/Cost Privilege to Account Manager page:

  1. Select the Request Payment radio button then select Continue to proceed or select Cancel to return to the Payment Setup Menu page.

    Screen shot of Assign Payment/Cost Privilege to Account Manager page with emphasis on Request Payment and Continue.

On the Assign Payment/Cost Privilege to Account Manager Confirmation page:

  1. Select Confirm to proceed or select Cancel to return to the Payment Setup Menu page without completing this step.

    Screen shot of Assign Payment/Cost Privilege to Account Manager Confirmation page with emphasis on Confirm.

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Change from View Only to Report Costs (Selection 6):

On the Assign Payment/Cost Privilege to Account Manager page:

  1. Select the Report Costs radio button then select Continue to proceed or select Cancel to return to the Payment Setup Menu page.

    Screen shot of Assign Payment/Cost Privilege to Account Manager page with emphasis on Report Costs and Continue.

On the Assign Payment/Cost Privilege to Account Manager Confirmation page:

  1. Select Confirm to proceed or select Cancel to return to the Payment Setup Menu page without completing this step.

    Screen shot of Assign Payment/Cost Privilege to Account Manager Confirmation page with emphasis on Confirm.

Note: To complete the change from View Only to Report Costs privilege, a Reporting Method and Benefit Option(s) must be assigned to the new Cost Reporter.

On the Payment Setup Menu page:

  1. Select Step 5: Assign Benefit Options to Cost Reporters.

     Assign Benefit Options to Cost Reporters.

On the Assign Benefit Options to Cost Reporters page:

  1. Select Specify Reporting Method from the Actions dropdown menu and select Go or select Continue to return to the Payment Setup Menu page.

    Screen shot of Assign Benefit Options to Cost Reporters page with emphasis on Specify Reporting Method from the Actions dropdown and Go.

On the Specify Reporting Method page:

  1. Select Data Entry or Plan Sponsor Mainframe to RDS Center Mainframe through CMS Extranet.
  2. Select Continue to proceed or select Cancel to return to the Assign Benefit Options to Cost Reporters page without completing this step.

    Screen shot of Specify Reporting Method page with emphasis on Reporting Methods and Continue.

On the Assign Benefit Options to Cost Reporters page:

  1. Select Assign Benefit Options from the Actions dropdown menu and select Go or select Continue to return to the Payment Setup Menu page.

    Screen shot of Assign Benefit Options to Cost Reporters page with emphasis on Assign Benefit Options from the Actions dropdown and Go.

On the Assign Benefit Options page:

  1. Select Select All or select each checkbox to choose a particular Benefit Option.
  2. Select Continue to proceed or select Cancel to return to the Assign Benefit Options to Cost Reporters page without completing this step.

    Screen shot of Assign Benefit Options page with emphasis on Select All button, Select/Unselect column of the Assign Benefit Options table with all Benefit Options selected, and Continue button.

On the Assign Benefit Options to Cost Reporters page:

  1. Verify the Account Manager displays with the appropriate number of Benefit Options Assigned.
  2. Select Continue to return to the Payment Setup Menu.

    Screen shot of Assign Benefit Options to Cost Reporters page with emphasis on Benefit Options Assigned and Continue.

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Change Designee Payment/Cost Privileges

A Designee can be assigned the Report Costs privilege or the Request Payment privilege, but not both on the same application. A Plan Sponsor can decide to assign payment-related privileges (Report Costs or Request Payment) to existing Designees already defined on the application, or add new Designees during the Payment Setup process and assign them payment-related privileges.

Note: If a Plan Sponsor Designee has been assigned as a Cost Reporter for one or more Benefit Options and you want to change the Designee's privileges, you must first remove the Benefit Option assignments. A Plan Sponsor will not be allowed to remove a Benefit Option assignment if the Plan Sponsor Designee reported costs for the Benefit Option. If the Designee is assigned to a Vendor, the Designee must be unassigned from the Vendor before changing the privilege.

You cannot remove the Reports Costs privilege from a Plan Sponsor Designee that has reported costs for the application. For more information, contact CMS' RDS Center.

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Access the RDS Secure Website to Change Designee Payment/Cost Privileges

To access the RDS Secure Website and navigate to the Application List page, review instructions to access the RDS Secure Website

From the Application List page:

  1. Find the appropriate Application ID.
  2. Select Payment Setup from the Actions dropdown menu and select Go or select the Payment Setup link in the Payment Setup Status column.

    Screen shot of Application List page with emphasis on the Payment Setup link and  Payment Setup from the Actions dropdown menu of the Application List table and Go button.

On the Payment Setup Menu page:

  1. Select Step 3: Assign Payment/Cost Privilege to Designee(s).

     Assign Payment/Cost Privilege to Designee(s).

On the Assign Designee Payment/Cost Privilege Summary page:

  1. Select a Designee Name to access the Designee's information or select Continue to return to the Payment Setup Menu page.

    Screen shot of Assign Designee Payment/Cost Privilege Summary page with emphasis on Designee Name on the Designee Payment/Cost Privilege Summary table.

On the Maintain Designee page:

  1. Review the Designee information and privileges.
  2. Select Change Privileges to change the Designee's privileges or select Cancel to return to the Assign Designee Payment/Cost Privilege Summary page without completing this step.

    Screen shot of Maintain Designee page with emphasis on Change Privileges.

On the Change Designee Privileges page:

  1. Select one or more of the privileges for the Designee to perform on this application.
  2. Select Continue to proceed or select Cancel to return to the Maintain Designee page without completing this step.

    Note: A Designee may not be assigned both the Report Costs privilege and the Request Payment privilege.

    If the Report Costs, Request Payment, or View/Send/Receive Retiree Data privilege was selected, the E-PHI Agreement displays.

    Screen shot of Change Designee Privileges page with selected privileges checked and emphasis on Continue.

On the E-PHI Agreement page:

  1. Read the E-PHI Agreement. Select Accept to authorize the Designee to access E-PHI associated with this Plan Sponsor's RDS application or select Decline to modify the privileges that you want to assign to the Designee.

    Screen shot of E-PHI Agreement page with emphasis on Accept.

On the Change Designee Privileges Verification page:

  1. Review the Designee Information and Designee Privileges.
  2. Select Confirm to accept the privileges or select Cancel to return to the Change Designee Privileges page.

    Screen shot of Change Designee Privileges Verification page with emphasis on Confirm.

On the Change Designee Privileges Confirmation page:

  1. Verify the privileges for the Designee have been successfully changed for the application.
  2. Print the confirmation page for your records; then select Continue to return to the Assign Designee Payment/Cost Privilege Summary page.

    Screen shot of Change Designee Privileges Confirmation page with emphasis on Continue.

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Change Benefit Options Assigned to Cost Reporters

Access the RDS Secure Website to Change Benefit Options Assigned to Cost Reporters

To access the RDS Secure Website and navigate to the Application List page, review instructions to access the RDS Secure Website.

From the Application List page:

  1. Find the appropriate Application ID.
  2. Select Payment Setup from the Actions dropdown menu and select Go or select the Payment Setup link in the Payment Setup Status column.

    Screen shot of Application List page with emphasis on the Payment Setup link and  Payment Setup from the Actions dropdown menu of the Application List table and Go button.

On the Payment Setup Menu page:

  1. Select Step 5: Assign Benefit Options to Cost Reporters.

     Assign Benefit Options to Cost Reporters.

On the Assign Benefit Options to Cost Reporters page:

  1. To change a Cost Reporter's Benefit Options, select Assign Benefit Options from the Actions dropdown menu for a particular Designee and select Go.

    Screen shot of Assign Benefit Options to Cost Reporters page with emphasis on Assign Benefit Options from the Actions dropdown and Go.

On the Assign Benefit Options Page:

  1. Select Select All or Unselect All or select a particular checkbox to select or unselect a Benefit Option.
  2. Select Continue to save the changes or select Cancel to ignore the changes.

    Screen shot of Assign Benefit Options page with emphasis on Select All, Unselect All, Select/Unselect column of the Assign Benefit Options table and Continue.

Note: After selecting Continue, you navigate to either the Assign Benefit Options Confirmation page if Payment Setup Step 6 is "Complete" or to the Assign Benefit Options to Cost Reporter page if Payment Setup Step 6 is "Incomplete."

On the Assign Benefit Options Confirmation page:

  1. Select Confirm to proceed or select Cancel to ignore this change and return to the Assign Benefit Options to Cost Reporters page.

    Screen shot of Assign Benefit Options Confirmation page with emphasis on Confirm.

On the Assign Benefit Options to Cost Reporters page:

  1. Select Continue to return to the Payment Setup Menu.

    Screen shot of Assign Benefit Options to Cost Reporters page with emphasis on Continue.

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Delete Designees from Payment Setup

Designees may be completely removed from an application in addition to reassigning or removing their payment/cost privileges. Also, if the Designee is assigned to a Benefit Option and has not yet reported costs for the Benefit Option, the Benefit Option assignment must be removed before deleting the Designee. If the Designee is assigned to a Vendor, the Vendor assignment must be removed before deleting the Designee.

Note: In addition to the payment/cost privileges, there may be application privileges assigned to a Designee, such as Submit an Appeal or View/Send/Receive Retiree Data. Consider all privileges a Designee performs before deleting the Designee.

Access the RDS Secure Website to Delete Designees from Payment Setup

To access the RDS Secure Website and navigate to the Application List page, review instructions to access the RDS Secure Website.

From the Application List page:

  1. Find the appropriate Application ID.
  2. Select Payment Setup from the Actions dropdown menu and select Go or select Payment Setup in the Payment Setup Status column.

    Screen shot of Application List page with emphasis on the Payment Setup link and  Payment Setup from the Actions dropdown menu of the Application List table and Go button.

On the Payment Setup Menu page:

  1. Select Step 3: Assign Payment/Cost Privilege to Designee(s).

     Assign Payment/Cost Privilege to Designee(s).

On the Assign Designee Payment/Cost Privilege Summary page:

  1. Select the Designee Name to access the Designee's information or select Continue to return to the Payment Setup Menu page.

    Screen shot of Assign Designee Payment/Cost Privilege Summary page with emphasis on Designee Name link in the Designee Name column of the Designee Payment/Cost Privilege Summary table.

On the Maintain Designee page:

  1. Select Delete Designee or select Cancel to return to the Assign Designee Payment/Cost Privileges Summary page without completing this step.

    Screen shot of Maintain Designee page with emphasis on Delete Designee.

On the Delete Designee Verification page:

  1. Verify the information for the Designee you wish to delete displays.
  2. Select Confirm to delete this Designee or select Cancel to return to the Maintain Designee page without completing this step.

    Screen shot of Delete Designee Verification page with emphasis on Confirm.

On the Delete Designee Confirmation page:

  1. Print the confirmation page for your records; then select Continue to return to the Assign Designee Payment/Cost Privilege Summary page.

    Screen shot of Delete Designee Confirmation page with emphasis on Continue.

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Change Vendor Assignments in Payment Setup

Watch a step-by-step video on completing Payment Setup Step 4.

A Vendor can be assigned to report costs using Data Entry or Mainframe Cost Report Submission methods. As a reminder, a Plan Sponsor cannot remove a Vendor from a Benefit Option if the Vendor reported costs for the Benefit Option.

Note: Vendors are required to request a Vendor ID from CMS' RDS Center as each Vendor ID has a cost report method (either Data Entry or Mainframe) as specified by the Vendor.

To remove the Reports Costs privilege from a Designee who has already been assigned as a Cost Reporter for a Vendor, you must first remove the Designee as a Cost Reporter from the Vendor. If the Vendor reports costs using Data Entry, you are required to have a least one Designee report for the Vendor. Add or assign a new Designee before attempting to delete or change privileges for an existing Vendor Designee.

There are two selections available when making changes to Vendor Payment Setup information:

Access the RDS Secure Website to Change Vendor Assignments in Payment Setup

To access the RDS Secure Website and navigate to the Application List page, review instructions to access the RDS Secure Website

From the Application List page:

  1. Find the appropriate Application ID.
  2. Select Payment Setup from the Actions dropdown menu and select Go or select the Payment Setup link in the Payment Setup Status column.

    Screen shot of Application List page with emphasis on the Payment Setup link and  Payment Setup from the Actions dropdown menu of the Application List table and Go button.

Maintain Cost Reporters (Selection 1):

On the Payment Setup Menu page:

  1. Select Step 4: Specify Vendors for Cost Reporting.

     Specify Vendors for Cost Reporting.

On the Vendor Summary page:

  1. To add or remove a Cost Reporter, select Maintain Cost Reporters from the Actions dropdown menu for a particular Vendor ID and select Go.

    Screen shot of Vendor Summary page with emphasis on Maintain Cost Reporters from the Actions dropdown and Go.

On the Identify Vendor Cost Reporters page:

  1. Select Check All or Uncheck All, or select a particular checkbox in the Identify Vendor Cost Reporters table to select or unselect a Cost Reporter.
  2. Select Continue to save the changes or select Cancel to return to the Vendor Summary page without saving the changes.

    Screen shot of Identify Vendor Cost Reporters page with emphasis on Check All, Uncheck All, Select/Unselect column of the Identify Vendor Cost Reporters table and Continue.

Note: After selecting Continue, you navigate to either the Identify Vendor Cost Reporter Confirmation page if Step 6: Final Review to Complete Payment Setup was "Complete" or to the Vendor Summary page if Step 6 of Payment Setup was "Incomplete."

On the Identify Vendor Cost Reporter Confirmation page:

  1. Select Confirm to proceed or select Cancel to return to the Vendor Summary page without saving the changes.

    Screen shot of the Identify Vendor Cost Reporters Confirmation page with emphasis on Continue.

On the Vendor Summary page:

  1. The Cost Reporter's name displays in the Cost Reporters column of the Vendor Summary table if a Cost Reporter was added or it displays none if the Cost Reporter was removed.
  2. Select Continue to return to the Payment Setup Menu page.

    Screen shot of the Vendor Summary page with emphasis on the Cost Reporters column of the Vendor Summary Table and Continue.

Remove Vendor (Selection 2):

On the Payment Setup Menu page:

  1. Select Step 4: Specify Vendors for Cost Reporting.

     Specify Vendors for Cost Reporting.

On the Vendor Summary page:

  1. To remove a Vendor, select Remove Vendor from the Actions dropdown menu for a particular Vendor ID and select Go.

    Screen shot of Vendor Summary page with emphasis on Remove Vendor from the Actions dropdown and Go.

    Note: If a Vendor ID has been assigned as a Cost Reporter, first remove all assigned Benefit Options. If the Vendor has reported cost data for the Benefit Option, removal of the Benefit Option will not be allowed. If no Benefit Options are assigned, proceed to step 11 of these instructions.

On the Remove Vendor page:

  1. Select Assign Benefit Options to Cost Reporters to view the Assign Benefit Options to Cost Reporters page or select Cancel to return to the Vendor Summary page.

    Screen shot of Remove Vendor page with emphasis on Assign Benefit Options to Cost Reporters link.

On the Assign Benefit Options to Cost Reporters page:

  1. Select Assign Benefit Options from the Actions dropdown menu for the Cost Reporter being modified and select Go.

    Screen shot of the Assign Benefit Options to Cost Reporters page with emphasis on Assign Benefit Options from the Actions dropdown and Go.

On the Assign Benefit Options Page:

  1. Select Unselect All or select each checkbox in the Assign Benefit Options table to remove a particular Benefit Option.
  2. Select Continue to proceed or select Cancel to return to the Assign Benefit Options to Cost Reporters page.

    Screen shot of Assign Benefit Options page with emphasis on Unselect All button, Select/Unselect column of the Assign Benefit Options table and Continue button.

On the Assign Benefit Options to Cost Reporters page:

  1. Verify the Cost Reporter selected displays with zero Benefit Options Assigned.
  2. Select Continue to return to the Payment Setup Menu page.

    Screen shot of Assign Benefit Options to Cost Reporters page with emphasis on the Benefit Options Assigned column of the Assign Benefit Options to Cost Reporters table.

    Note: Now that the Benefit Options are unassigned, proceed with removing the Vendor.

On the Payment Setup Menu page:

  1. Select Step 4: Specify Vendors for Cost Reporting.

     Specify Vendors for Cost Reporting.

On the Vendor Summary page:

  1. Select Remove Vendor from the Actions dropdown menu and select Go.

    Screen shot of Vendor Summary page with emphasis on Remove Vendor from the Actions dropdown and Go.

On the Remove Vendor page:

  1. Select Remove to proceed or select Cancel to return to the Payment Setup Menu page.

    Screen shot of Remove Vendor page with emphasis on Remove.

On the Remove Vendor Success page:

  1. Select Continue to return to the Payment Setup Menu page.

    Screen shot of Remove Vendor Success page with emphasis on Continue.

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Review and Complete Payment Setup

After changes to Payment Setup have been completed, Payment Setup must be resubmitted for the changes to take effect.

Access the RDS Secure Website to Review and Complete Payment Setup

To access the RDS Secure Website and navigate to the Application List page, review instructions to access the RDS Secure Website.

From the Application List page:

  1. Find the appropriate Application ID.
  2. Select Payment Setup from the Actions dropdown menu and select Go or select the Payment Setup link in the Payment Setup Status column.

    Screen shot of Application List page with emphasis on the Payment Setup link and  Payment Setup from the Actions dropdown menu of the Application List table and Go button.

On the Payment Setup Menu page:

  1. Select Step 6: Final Review to Complete Payment Setup.

     Final Review to Complete Payment Setup.

On the Review to Complete Payment Setup page:

  1. Review each Payment Setup step to complete the final review.
  2. If a step is "Incomplete," select the corresponding link to proceed to that step and complete.
  3. Select Submit Payment Setup after all steps are completed or select Cancel to return to the Payment Setup Menu page.

    Screen shot of Review to Complete Payment Setup page with emphasis on Submit Payment Setup.

On the Successful Payment Setup page:

  1. Select Continue to return to the Payment Setup Menu page.

    Notes:

    • After submitting changes to Payment Setup, the Authorized Representative and Account Manager receive an email confirmation of the change.
    • Selecting Submit Payment Setup in Step 6: Final Review to Complete Payment Setup instantly changes the application's Payment Setup status from "Incomplete" to "Complete" in CMS' RDS Center database as long as no errors are encountered.

    Screen shot of Successful Payment Setup page.

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