This section provides an overview of reassigning the Account Manager and Authorized Representative roles:
The Plan Sponsor must maintain an active and current Account Manager and Authorized Representative on the Plan Sponsor account to participate in the RDS Program. If a Plan Sponsor stops participating in the program, an active user account for these two roles is still necessary until four years have passed since the last Reconciliation Determination email was received. These roles may be reassigned to other individuals by the existing Account Manager and Authorized Representative. The new Account Manager or Authorized Representative has responsibilities for all applications associated with the Plan Sponsor.
Role reassignment is a two-step process for new users. First, the role is reassigned by the current Account Manager or Authorized Representative. Second, the new user completes Registration using the hyperlink embedded in the invitation email that is sent to their email address.
User Management is the responsibility the Plan Sponsor. For data integrity and security purposes, CMS' RDS Center does not alter role assignments on the Plan Sponsor's behalf.
Due to the sensitive nature of this data, the user should contact CMS' RDS Center directly should assistance be required. One individual should not contact the RDS Center on another individual's behalf. Do not include any Protected Health Information (PHI), as defined in the Health Insurance Portability and Accountability Act (HIPAA), or Personally Identifiable Information (PII) in the correspondence, such as User ID, Password, MBI, SSN, DOB, etc.
The RDS Secure Website allows an individual to act in only one role at a time, so an individual must be assigned the same user role for each Plan Sponsor they are associated with. If the incoming Account Manager or Authorized Representative is currently a registered Secure Website user with a different role (e.g., Designee), that user must be removed from all applications and/or Plan Sponsor accounts they are currently associated with before being assigned as the new Authorized Representative or Account Manager. This includes all In Progress, Completed, and Archived applications displayed on the Dashboard page.
After the user has been removed from all accounts, their current Secure Website account will be systematically expired. Once that occurs, the incoming Account Manager or Authorized Representative must complete registration again using the invitation email that is sent to them upon role reassignment. Users should not attempt to log into the Secure Website with their previous, expired account credentials. The user should allow one business day after their termination date to begin Registration.
If neither the Account Manager nor the Authorized Representative are available to reassign those roles, please contact CMS' RDS Center and include the following information:
The RDS Center will process the request and assign the Account Manager role to the new individual. Once complete, the new Account Manager will complete registration using the registration email that will be sent to the address provided. After the Account Manager has been successfully validated and they have an active Secure Website account, they will then invite the new Authorized Representative to the Plan Sponsor account and that individual will complete registration using their invitation email.
When either the Account Manager or Authorized Representative user roles are reassigned, or when a pending user role reassignment is cancelled, the current Account Manager and the Authorized Representative, as well as the newly reassigned user, will receive email notifications of the changes.
The following table lists the emails that will be sent:
Email Subject Line |
Recipient |
Email Description |
RDS Program Account Manager Invitation |
To: Pending New Account Manager |
A new Account Manager Reassignment has been initiated. A new Account Manager assigned to an existing Plan Sponsor will receive this invitation email to begin Registration, even if they are already a registered RDS Secure Website user. |
RDS Program Account Manager Invitation - CC |
To: Authorized Representative |
The Authorized Representative will receive a copy of the Account Manager Invitation email. |
RDS Program Account Manager Reassignment |
To: Current Account Manager |
After the Account Manager user role is reassigned, the current Account Manager will receive this email notifying them that their user role will be terminated by the effective date. |
RDS Program Account Manager Invitation Cancellation |
To: Pending New Account Manager |
The individual who was to be assigned as the new Account Manager will receive this email when their assignment is cancelled. They will not be the new Account Manager. |
RDS Program Account Manager Reassignment Cancellation |
To: Current Account Manager |
The current Account Manager, who was previously notified that their user role is terminated by the effective date, will receive this email when the termination is cancelled. They will remain the Account Manager. |
RDS Program Authorized Representative Invitation |
To: Pending New Authorized Representative |
A new Authorized Representative Reassignment has been initiated. A new Authorized Representative assigned to a new or existing Plan Sponsor will receive this invitation email to begin Registration, even if they are already a registered RDS Secure Website user. |
RDS Program Authorized Representative Invitation - CC |
To: Account Manager |
The Account Manager will receive a copy of the Authorized Representative Invitation email. |
RDS Program Authorized Representative Reassignment |
To: Authorized Representative |
After the Authorized Representative user role is reassigned, the current Authorized Representative will receive this email notifying them that their user role will be terminated by the effective date. |
RDS Program Authorized Representative Invitation Cancellation |
To: Pending New Authorized Representative |
The individual who was to be assigned as the new Authorized Representative will receive this email when their assignment is cancelled. They will not be the new Authorized Representative. |
RDS Program Authorized Representative Reassignment Cancellation |
To: Authorized Representative |
The current Authorized Representative, who was previously notified that their user role is terminated by the effective date, will receive this email when the termination is cancelled. They will remain the Authorized Representative. |
This section provides step-by-step instructions to reassign the Account Manager or Authorized Representative user role and to cancel a pending user role reassignment:
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 scenarios during this process:
To access the RDS Secure Website, and navigate to the Dashboard page, review instructions to access RDS Secure Website.
On the Dashboard page:
Select Manage Plan Sponsor.
On the Manage Plan Sponsor page:
The Plan Sponsor List table displays all Plan Sponsors to which you are assigned. Select Reassign Account Manager or Authorized Representative from the Actions column for the Plan Sponsor for which you want to reassign roles and select Go.
On the Reassign Account Manager or Authorized Representative page:
An asterisk (*) indicates a required field.
Select Continue to reassign the selected user role or select Cancel to return to the Manage Plan Sponsor Account page.
Depending on which role you are reassigning, on the Account Manager Reassignment page or the Authorized Representative Reassignment page:
An asterisk (*) indicates a required field.
Select Search to search for the Email Address or select Cancel to return to the Reassign Account Manager or Authorized Representative page.
You will navigate to one of three scenarios:
An asterisk (*) indicates a required field.
Select Search to search for the Email Address or select Cancel to return to the Reassign Account Manager or Authorized Representative page.
Note: A user cannot be reassigned as an Authorized Representative or an Account Manager when:
Or
Depending on which role you are reassigning, on the Account Manager Reassignment page or the Authorized Representative Reassignment page:
Select Assign to reassign the user role, or select Cancel to return to the Reassign Account Manager or Authorized Representative page.
The Pending User Role Reassignment table refreshes to display the user role that was reassigned, the current user assigned to the role's name, email address, and termination date, and the new user assigned to the role's name and email address. A Success Message displays stating that the user role reassignment has been submitted.
Or
Depending on which role you are reassigning, on the Account Manager Reassignment Permitted page or the Authorized Representative Reassignment Permitted page:
An asterisk (*) indicates a required field.
Select Invite to proceed or select Cancel to return to the Account Manager Reassignment page or the Authorized Representative Reassignment page.
Depending on which role you are reassigning, on the Account Manager Reassignment page or the Authorized Representative Reassignment page:
The Pending User Role Reassignment table refreshes to display the user role that was reassigned, the current user assigned to the role's name, email address, and termination date, and the new user assigned to the role's name and email address. A Success Message displays stating that the user role reassignment has been submitted.