Manage the Designee Role

User Roles:

AM

AR

Overview

This section provides an overview of managing the Designee role:

Introduction to the Designee Role

A Designee is an authorized user of the RDS Secure Website that may perform tasks to assist the Account Manager and/or Authorized Representative in RDS Program participation and compliance. The Designee may be assigned multiple privileges to enable specific tasks to be performed.

For more information about Designee privileges, refer to Designee.

The Designee role is optional; therefore, the Plan Sponsor is not required to assign a Designee to the application.

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Managing Designees Through the Application Lifecycle

Designee assignments and privileges should be reviewed throughout the application lifecycle. After submission of the initial application, a Designee may be necessary to manage retiree information, banking information, or an appeal. As the Plan Sponsor moves toward subsequent steps in the application lifecycle, a Designee should be considered for reporting costs, requesting interim payments, and preparation of the Reconciliation final payment request.

Managing Designees consists of the following:

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User Roles for Managing Designees

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 Plan Sponsor’s behalf.

The Account Manager and the Authorized Representative can assign and delete Designees and change Designee privileges.

Note: The following information is required before assigning a Designee:

  • Designee email address
  • Designee name
  • Pass Phrase
    • This Pass Phrase must be provided to the Designee before Registration, and it must be communicated to the Designee outside the RDS Secure Website. The Designee uses this Pass Phrase to complete the RDS Secure Website Registration process.
    • A Pass Phrase must be created if the Designee does not currently exist in the RDS Secure Website and the Plan Sponsor needs to add the Designee as a new user. The Pass Phrase is a case sensitive word, short phrase, and/or numbers containing 4-30 characters.
    • If the Account Manager or Authorized Representative needs to retrieve the Pass Phrase after it has been created, they may do so by navigating to the Maintain Designee page for the Designee.

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Special Considerations for Managing Designees

  • The RDS Secure Website allows an individual to act in only one role at a time. RDS Secure Website user roles are Account Manager, Authorized Representative, Actuary, and Designee. The Designee can be assigned to multiple applications under multiple Plan Sponsors.
  • Designee privileges are defined by the application. A Designee may be assigned different privileges on different applications. Report Costs and Request Payment privileges may not be assigned to the same Designee.
  • After an individual is identified in the RDS Secure Website as a Designee, the Designee is only eligible to be reassigned to a different role if the Designee is first deleted from all applications, including those that have completed Reconciliation. Once deleted from all applications, the Designee is terminated as an RDS Secure Website user. The individual may then be reassigned to a different role and re-invited to register in the RDS Secure Website. For more information about reassigning roles, refer to Reassign the Account Manager and Authorized Representative Roles.

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Step-by-Step Instructions

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

Assign a Designee

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 the appropriate Application ID.

On the Application Status page:

  1. Select Assign Designee(s) (optional) in the Application Maintenance Options section.

     Select [Assign Designee(s) (optional)]

On the Designee Summary page:

  1. Select Assign a Designee.

     Select [Assign a Designee]

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

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

On the Assign Designee page:

An * indicates a required field.

  1. *Enter the Email Address.
  2. Select Continue to search for the email address or select Cancel to return to the Designee Summary page.

     Select [Continue]

Email address found and cannot use to assign a Designee

Reasons for this scenario include the email address entered is associated with a user account that already has a different RDS Secure Website user role, or a user's RDS account is inactive.

On the Designee Cannot Use page:

  1. Select Continue to return to the Assign Designee page to search again.

     Select [Continue]

Or

 Email address not found and can be used to assign a Designee

On the Designee Not Found page:

  1. Select Continue to proceed or select Cancel to return to the Assign Designee page to search again.

     Select [Continue]

On the Assign New Designee page:

An * indicates a required field.

  1. *Enter the First Name.
  2. Enter the Middle Initial.
  3. *Enter the Last Name.
  4. *Enter the Pass Phrase.
  5. *Re-enter the Pass Phrase.
  6. Select Continue to proceed to the Assign Designee Privileges page or select Cancel to return to the Assign Designee page.

     Select [Continue]

Or

Email address found and can be used to assign a Designee

On the Designee Found page:

  1. Select Continue to assign this Designee and proceed to the Assign Designee Privileges page or select Cancel to return to the Assign Designee page to search again.

     Select [Continue]

On the Assign Designee Privileges page:

  1. Select the checkbox next to privileges to assign to the Designee.
  2. Select Continue to proceed or select Cancel to return to the Assign Designee page.

    Note: If Report Costs, Request Payment, or View/Send/Receive Retiree Data are selected, the E-PHI Agreement page displays after selecting Continue. If other privileges are selected, the Assign Designee Verification page displays after selecting Continue.

     Select [Continue]

On the E-PHI Agreement page:

  1. Read the E-PHI Agreement.
  2. Select Accept to authorize the Designee to access or use E-PHI associated with the Plan Sponsor's RDS application. Select Decline to return to the Assign Designee Privileges page.

     Select [Accept]

On the Assign Designee Verification page:

  1. Select Confirm to assign the Designee or select Cancel to return to the Assign Designee Privileges page.

     Select [Confirm]

On the Assign Designee Confirmation page:

  1. Select Continue to return to the Designee Summary page.

     Select [Continue]

Change Designee Privileges

On the Application Status page:

  1. Select Assign Designee(s) (optional).

     Select [Assign Designee(s) (optional)]

On the Designee Summary page:

  1. Select the name of the Designee whose privileges are changing.

     Select [Name of Designee]

On the Maintain Designee page:

  1. Select Change Privileges to change a Designee's privileges or select Cancel to return to the Designee Summary page.

     Select [Change Privilege]

On the Change Designee Privileges page:

  1. Select or unselect the checkboxes next to the privileges to assign to or remove from the Designee.
  2. Select Continue to proceed or select Cancel to return to the Maintain Designee page.

    Note: If Report Costs, Request Payment, or View/Send/Receive Retiree Data are selected, the E-PHI Agreement page displays after selecting Continue. If other privileges are selected, the Assign Designee Verification page displays after selecting Continue.

    The Report Costs privilege cannot be removed if the Designee has already reported costs.

     Select [Costs and Payment checkboxes]; Select [Continue]

On the E-PHI Agreement page:

  1. Read the E-PHI Agreement.
  2. Select Accept to authorize the Designee to access or use E-PHI associated with the Plan Sponsor's RDS application. Select Decline to return to the Change Designee Privileges page.

     Select [Accept]

On the Change Designee Privileges Verification page:

  1. Select Confirm to assign these privileges to the Designee or select Cancel to return to the Change Designee Privileges page.

     Select [Confirm]

On the Change Designee Privileges Confirmation page:

  1. Select Continue to return to the Designee Summary page.

     Select [Continue]

Delete a Designee

Note: If the Designee is assigned to the Vendor, the Vendor assignment must first be removed before deleting the Designee. If the Designee is assigned to one or more Benefit Options but has not reported costs, the assignments must be removed before deleting the Designee. If the Designee has reported costs, the Designee can be deleted without removing the assignments.

On the Application Status page:

  1. Select Assign Designee(s) (optional).

     Select [Assign Designee(s) (optional)]

On the Designee Summary page:

  1. Select the name of the Designee to be deleted.

     Select [Name of Designee]

On the Maintain Designee page:

  1. Select Delete Designee to delete a Designee or select Cancel to return to the Designee Summary page.

     Select [Delete Designee]

On the Delete Designee Verification page:

  1. Select Confirm to delete the Designee or select Cancel to return to the Maintain Designee page.

     Select [Confirm]

On the Delete Designee Confirmation page:

  1. Select Continue to return to the Designee Summary page.

     Select [Continue]

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