This section provides an overview of the following topics related to processing Retiree Response Files:
RDS users can download Retiree Response Files from the RDS Secure Website for all Retiree Submission Methods:
When you receive a Retiree Response File, consider the following:
The Account Manager, Authorized Representative, and Designee with the View/Send/Receive Retiree Data privilege may download Retiree Response Files on the RDS Secure Website.
It takes CMS' RDS Center approximately 24 - 48 hours to process the Valid Initial Retiree List and a Monthly Retiree List. If more than 3 business days pass without receiving the Retiree Response File, contact CMS' RDS Center.
Note: CMS' RDS Center will send a response file with the appropriate reason for rejection if the Application Status is marked “Denied,” “Deleted,” “Withdrawn,” “Reconsideration Requested,” “Reopening Requested,” “Appeal Under Review,” if Reconciliation: Finalized Covered Retirees is marked "Complete," the Reconciliation Deadline has passed for the application, or the file is submitted using the wrong Retiree Submission Method.
The Account Manager and Designee with the View/Send/Receive Retiree Data privilege receives an email indicating that the monthly Retiree Response Files are available for download on the RDS Secure Website.
The following Response File layouts and copybook are available for reference:
The retiree response records contain all original fields (marked with a caret (^)) sent by the Plan Sponsor in the Retiree File, plus the Determination Indicator, Subsidy Period Effective Date and Subsidy Period Termination Date, and Reason Code. The Plan Sponsor may receive multiple responses (records) for a single beneficiary if there is a gap in the beneficiary's coverage or if the beneficiary is enrolled in multiple Benefit Options.
While evaluating Retiree Response Files, consider the following requirements:
To review the possible reason codes for Retiree Response Files, refer to RDS Reason Codes.
Disclaimer: Due to the sensitive nature of this information, CMS' RDS Center is not granted the authority to discuss specific entitlements with Plan Sponsors.
This section provides step-by-step instructions to download Retiree Response Files from the RDS Secure Website.
To access the RDS Secure Website, and navigate to the Dashboard page, review instructions to access the RDS Secure Website.
On the Dashboard page:
Select the appropriate Application ID.
On the Application Overview page:
Select Manage Retirees.
On the Manage Retirees page:
Select Retiree and Response Files.
On the Retiree and Response Files page:
Locate the file you wish to download and select the Response File name link.
The Electronic Protected Health Information (E-PHI) Agreement opens in a new window.
Review the agreement, and then select I accept to proceed with the download, or select Cancel to return to the Retiree and Response Files page.
On the Retiree and Response Files page:
Depending on your browser settings, a file download window may display as a pop-up over the browser window or within the frame of the browser window. The file download may close automatically when the download is complete, or you may need to close it manually.