Manage the Actuary Role

User Roles:

AM

AR

D

Program Components:

User Management

Overview

This section provides an overview of managing the Actuary role.

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

The Plan Sponsor may change or unassign an Actuary, or may switch from having a single Actuary assigned to all Benefit Options to assigning multiple Actuaries to specific Benefit Options. The Actuary may only be changed prior to application submission. If the application has already been attested, the newly assigned Actuary must attest the application prior to the submission of the application.

In order for actuaries to be invited to attest an RDS application, they must first opt-in to participate in the RDS program on the American Academy of Actuaries website. Refer to American Academy of Actuaries: The Retiree Drug Subsidy Program for information on this process.

Step-by-Step Instructions

This section provides step-by-step instructions for managing the Actuary role:

Switch From a Single Actuary to Multiple Actuaries

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

On the Application List page:

  1. Select an Application ID or select View Application from the Actions dropdown menu and select Go.

On the Application Status page:

  1. Select Step 3: Assign Actuary.

On the Actuary Maintenance page:

  1. Select Assign Multiple Actuaries.

     Select [Assign Multiple Actuaries]

On the Switch To Multiple Actuary Verification page:

  1. Select Confirm to proceed with switching to assign multiple Actuaries or select Cancel to return to the Actuary Maintenance page.

     Select [Confirm]

On the Switch To Multiple Actuary Confirmation page:

  1. Select Continue to proceed to the Multiple Actuary Maintenance page.

     Select [Continue]

    Note: For detailed instructions on how to assign multiple Actuaries, refer to Step 3: Assign Actuary: Assign Multiple Actuaries.

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Change an Actuary When a Single Actuary Is Assigned

Note: This process requires that you enter an email address for the person you want to reassign. Depending on the situation, you may navigate to one of three different pages during this process:

  • Actuary Found and Cannot Use page: The Email Address entered has been found in the Secure Website, but this person cannot be assigned as an Actuary because they are already assigned a different role. The user must be removed from all applications and/or Plan Sponsor accounts they are currently associated with, including applications that have completed Reconciliation, or another individual must be selected.
  • Actuary Found and Can Be Assigned page: The Email Address entered has been found in the Secure Website and this person can be assigned as the Actuary because they are currently assigned that role.
  • Actuary Not Found page: The Email Address entered was not found in the Secure Website and this person can be assigned as the Actuary because the do not have another conflicting role.

On the Application List page:

  1. Select an Application ID or select View Application from the Actions dropdown menu and select Go.

On the Application Status page:

  1. Select Step 3: Assign Actuary.

On the Actuary Maintenance page:

  1. Select Change Actuary to proceed with changing the Actuary or select Return to Application Status to return to the Application Status page.

     Select [Change Actuary]

On the Change Actuary page:

An * indicates a required field.

  1. *Enter the Email Address.
  2. *If the application is already attested, select the checkbox to confirm that you understand that assigning a new Actuary invalidates the attestation and that the newly assigned Actuary must attest the application.
  3. Select Continue to proceed or select Cancel to return to the Actuary Maintenance page.

     Select [Continue]

You will navigate to one of three pages:

Actuary Found and Cannot Use page:

  1. Select Return to Change Actuary to search again for a different Actuary.

     Select [Return to Assign Actuary]

Or

Actuary Found and Can Be Assigned page:

  1. Select Continue to assign the user as an Actuary or select Cancel to return to the Change Actuary page to search again for a different Actuary.

     Select [Continue]

On the Actuary Benefit Options Verification page:

  1. Select Confirm to proceed with assigning this user as an Actuary or select Cancel to return to the Change Actuary page to search again for a different Actuary.

     Select [Confirm]

On the Actuary Benefit Options Confirmation page:

  1. Select Continue to proceed to the Actuary Maintenance page.

     Select [Continue]

Or

Actuary Not Found page:

  1. Select Assign New Actuary to proceed with assigning this person as an Actuary or select Return to Change Actuary to search again for a different Actuary.

     Select [Assign New Actuary]

On the Assign New Actuary page:

An * indicates a required field.

  1. *Enter the First Name.
  2. Enter the Middle Initial.
  3. *Enter the Last Name.
  4. *Enter the American Academy of Actuaries Membership Number.
  5. Select Continue to proceed or select Cancel to return to the Change Actuary page to search again for a different Actuary.

     Select [Continue]

On the Actuary Verification page:

  1. Select Confirm to confirm the assignment of the Actuary to all listed Benefit Options or select Cancel to return to the Change Actuary page.

     Select [Confirm]

On the Actuary Confirmation page:

  1. Select Continue to return to the Actuary Maintenance page.

    Note: When the Actuary is assigned, an email is sent to the Actuary indicating assignment to the application and instructing that they must attest to the Medicare Part D equivalence of the plan.

     Select [Continue]

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Change an Actuary When Multiple Actuaries Are Assigned

Note: This process requires entering an email address for the person to reassign. Depending on the situation, you may navigate to one of three different pages during this process:

  • Actuary Found and Cannot Use page: The Email Address entered has been found in the Secure Website, but this person cannot be assigned as an Actuary because they are already assigned a different role.
  • Actuary Found and Can Be Assigned page: The Email Address entered has been found in the Secure Website and this person can be assigned as the Actuary because they are currently assigned that role.
  • Actuary Not Found page: The Email Address entered was not found in the Secure Website and this person can be assigned as the Actuary because they do not have another conflicting role.

On the Application List page:

  1. Select an Application ID or select View Application from the Actions dropdown menu and select Go.

On the Application Status page:

  1. Select Step 3: Assign Actuary.

On the Multiple Actuary Maintenance page:

  1. Select Change Actuary from the Actions dropdown for the Benefit Option to be unassigned and select Go.

     Select [Change Actuary]

On the Change Actuary page:

An * indicates a required field.

  1. *Enter the Email Address.
  2. *If the application is already attested, select the checkbox to confirm that you understand that assigning a new Actuary invalidates the attestation and that the newly assigned Actuary must attest the application.
  3. Select Continue to proceed or select Cancel to return to the Multiple Actuary Maintenance page.

     Select [Continue]

You will navigate to one of three pages:

Actuary Cannot Use page:

  1. Select Return to Change Actuary to search again for a different Actuary.

     Select [Return to Assign Actuary]

Or

Actuary Found page:

  1. Select Continue to proceed with assigning this user as an Actuary or select Cancel to return to the Change Actuary page to search again for a different Actuary.

     Select [Continue]

On the Actuary Benefit Options Verification page:

  1. Select Confirm to proceed with assigning this user as an Actuary or select Cancel to return to the Change Actuary page to search again for a different Actuary

    .  Select [Confirm]

On the Actuary Benefit Options Confirmation page:

  1. Select Continue to proceed to the Multiple Actuary Maintenance page.

     Select [Continue]

Or

Actuary Not Found page:

  1. Select Assign New Actuary to proceed with assigning this person as an Actuary or select Return to Change Actuary to search again for a different Actuary.

     Select [Assign New Actuary]

On the Assign New Actuary page:

An * indicates a required field.

  1. *Enter the First Name.
  2. Enter the Middle Initial.
  3. *Enter the Last Name.
  4. *Enter the American Academy of Actuaries Membership Number.
  5. Select Continue to proceed or select Cancel to return to the Change Actuary page to search again for a different Actuary.

     Select [Continue]

On the Actuary Verification page:

  1. Select Confirm to confirm the assignment of the Actuary or select Cancel to return to the Change Actuary page.

     Select [Confirm]

On the Actuary Confirmation page:

  1. Select Continue to proceed to the Multiple Actuary Maintenance page.

    Note: When the Actuary is assigned, an email is sent to the Actuary (with copies to the Account Manager and Authorized Representative) indicating assignment to the application and instructing that they must attest to the Medicare Part D equivalence of the plan.

     Select [Continue]

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Unassign an Actuary When a Single Actuary Is Assigned

On the Application List page:

  1. Select an Application ID or select View Application from the Actions dropdown menu and select Go.

On the Application Status page:

  1. Select Step 3: Assign Actuary.

On the Actuary Maintenance page:

  1. Select Unassign Actuary or select Return to Application Status to return to the Application Status page.

     Select [Unassign Actuary]

On the Unassign Actuary Verification page:

An * indicates a required field.

  1. *If the application is already attested, a message will display asking you to select the checkbox to confirm that you understand that assigning a new Actuary invalidates the attestation and that the newly assigned Actuary must attest the application.
  2. Select Confirm to proceed or select Cancel to return to the Actuary Maintenance page.

     Select [Confirm]

On the Unassign Actuary Confirmation page:

  1. Select Continue to return to the Assign Actuary page.

     Select [Continue]

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Unassign an Actuary When Multiple Actuaries Are Assigned

On the Application List page:

  1. Select an Application ID or select View Application from the Actions dropdown menu and select Go.

On the Application Status page:

  1. Select Step 3: Assign Actuary.

On the Multiple Actuary Maintenance page:

  1. Select Unassign Actuary from the Actions dropdown for the Benefit Option to be unassigned and select Go.

     Select [Unassign Actuary]

On the Unassign Actuary Verification page:

An * indicates a required field.

  1. *If the application is already attested, select the checkbox to confirm that you understand that unassigning the Actuary invalidates the attestation and the new Actuary must attest the application after being assigned.
  2. Select Confirm to proceed or select Cancel to return to the Multiple Actuary Maintenance page.

     Select [Confirm]

On the Unassign Actuary Confirmation page:

  1. Select Continue to return to the Multiple Actuary Maintenance page.

     Select [Continue]

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