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RDS Program Components

Additional Program Tasks

Quick Access Reports (QAR)

Supplemental Information

Weekly Notification File Layouts

User Roles:

AM

AR

D

V

Program Components:

Retiree Management

The following Weekly Notification File layouts are available for reference:

Weekly Notification Files RDS Secure Website CSV File Layout

Note: Fields with a caret (^) are filled based on the information the Plan Sponsor has sent to CMS' RDS Center.

Weekly Notification Files RDS Secure Website CSV File Layout
Data Element Max Size Notes
^Application ID 10 The RDS Application ID related to the notifications in this file. Includes leading zeroes as needed to completely fill field.
^SSN 09 Social Security Number (SSN) that was last submitted for this beneficiary.This field may be blank if a Medicare beneficiary identifier was provided.
^Medicare beneficiary identifier 12 Medicare beneficiary identifier that was last submitted for this beneficiary.

This field may be blank if a SSN was provided.

May contain:

  • Medicare Beneficiary Identifier (MBI) that was submitted for this beneficiary.
  • Medicare Health Insurance Claim Number (HICN) that was submitted for this beneficiary.
  • Railroad Retirement Board (RRB) number that was submitted for this beneficiary.
^First Name 30 First Name that was last submitted for this beneficiary.
Middle Initial 01 Optional field. Middle Initial that was last submitted for this beneficiary.
^Last Name 40 Last Name that was last submitted for this beneficiary.
^Date of Birth 08 Date of Birth that was last submitted for this beneficiary. Format: CCYYMMDD
^Gender 01 Gender that was last submitted for this beneficiary.
Value '0' = Gender Unknown
Value '1' = Male
Value '2' = Female
^Coverage Effective Date 08 The date that was last submitted for this beneficiary's (retiree, spouse, or dependant) coverage to begin under the Plan Sponsor's prescription drug Benefit Option. Format: CCYYMMDD
^Coverage Termination Date 08 The date that was last submitted for this beneficiary's (retiree, spouse, or dependant) coverage to end under the Plan Sponsor's prescription drug Benefit Option. Format: CCYYMMDD
^Unique Benefit Option Identifier 20 Unique Benefit Option Identifier (UBOI) (for example, Rx group number under which this beneficiary was submitted for subsidy.)
^Relationship to Retiree 02 Relationship to retiree that was last submitted for this beneficiary.
Value '01' = Self
Value '02' = Spouse
Value '03' = Other
^Transaction Type 03 Blank = No transaction types are listed in Weekly Notification Files.
Determination Indicator 01 Value 'Y' = Yes, the retiree qualifies for all or some portion of subsidy previously approved.
Value 'N' = No, the retiree does not qualify for subsidy.
Blank = The subsidy Determination Indicator is unchanged since the last Retiree Response File.
Reason Code 02 For more information, refer to RDS Reason Codes.
Subsidy Period Effective Date 08 The effective date of the Subsidy Period for which this Qualifying Covered Retiree (QCR) is approved.
For a description of how these dates are filled in combination with specific scenarios, refer to RDS Reason Codes.
Format: CCYYMMDD
Subsidy Period Termination Date 08 The termination date of the Subsidy Period for which this Qualifying Covered Retiree (QCR) is approved.
For a description of how these dates are filled in combination with specific scenarios, refer to RDS Reason Codes.
Format: CCYYMMDD

CMS' RDS Center only sends a notification for retirees who have ever qualified for a Subsidy Period. If the retiree never qualified for subsidy, regardless of the reason, a notification is not generated.

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Weekly Notification File Connect:Direct Record Layout

Header Record

Weekly Notification File Connect:Direct Record Layout - Header Record
Data Element Field Description Notes
Record Type PIC X(01) Value 'H' = Header Record
Application ID PIC X(10) The number assigned to the application by CMS' RDS Center. Includes leading zeroes as needed to completely fill field.
Creation Date PIC X(08) Date the file was created. Format: CCYYMMDD
Creation Time PIC X(06) Time the file was created. Format: HHMMSS
Filler PIC X(175) Spaces

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Weekly Notification Record Layout

Note: Fields with a caret (^) are filled based on the information the Plan Sponsor has sent to CMS' RDS Center.

Weekly Notification Record Layout
Data Element Field Description Notes
Record type PIC X(01) Value 'D' = Detail Record
^SSN PIC X(09) Social Security Number (SSN) that was last submitted for this beneficiary.This field may contain spaces if a Medicare beneficiary identifier was provided.
^Medicare beneficiary identifier PIC X(12) Medicare beneficiary identifier that was last submitted for this beneficiary.

This field may contain spaces if a SSN was provided.

May contain:

  • Medicare Beneficiary Identifier (MBI) that was submitted for this beneficiary.
  • Medicare Health Insurance Claim Number (HICN) that was submitted for this beneficiary.
  • Railroad Retirement Board (RRB) number that was submitted for this beneficiary.
^First Name PIC X(30) First Name that was last submitted for this beneficiary.
Middle Initial PIC X(01) Optional field. Middle Initial that was last submitted for this beneficiary.
^Last Name PIC X(40) Last Name that was last submitted for this beneficiary.
^Date of Birth PIC X(08) Date of Birth that was last submitted for this beneficiary. Format: CCYYMMDD
^Gender PIC X(01) Gender that was last submitted for this beneficiary.
Value '0' = Gender Unknown
Value '1' = Male
Value '2' = Female
^Coverage Effective Date PIC X(08) The date that was last submitted for this beneficiary's (retiree, spouse, or dependant) coverage to begin under the Plan Sponsor's Prescription Drug Benefit Option. Format: CCYYMMDD
^Coverage Termination Date PIC X(08) The date that was last submitted for this beneficiary's (retiree, spouse, or dependant) coverage to end under the Plan Sponsor's Prescription Drug Benefit Option. Format: CCYYMMDD
^Unique Benefit Option Identifier (UBOI) PIC X(20) Unique Benefit Option Identifier (UBOI) (for example, Rx group number under which this beneficiary was submitted for subsidy.)
^Relationship to Retiree PIC X(02) Relationship to retiree that was last submitted for this beneficiary.
Value '01' = Self
Value '02' = Spouse
Value '03' = Other
Transaction Type PIC X(03) Blank: No transaction types are listed in Weekly Notification Files.
Determination Indicator PIC X(01) Value 'Y' = Yes, the retiree qualifies for all or some portion of subsidy.
Value 'N '= No, the retiree does not qualify for all or some portion of subsidy.
Blank = The subsidy Determination Indicator is unchanged since the last Retiree Response File.
Reason Code PIC X(02) For more information, refer to RDS Reason Codes.
Subsidy Period Effective Date PIC X(08) The effective date of the Subsidy Period for which this Qualifying Covered Retiree (QCR) has been approved.
For a description of how these dates are filled in combination with specific scenarios, refer to RDS Reason Codes.
Format: CCYYMMDD
Subsidy Period Termination Date PIC X(08) The termination date of the Subsidy Period for which this Qualifying Covered Retiree (QCR) has been approved.
For a description of how these dates are filled in combination with specific scenarios, refer to RDS Reason Codes.
Format: CCYYMMDD

Trailer Record

Weekly Notification Record Layout - Trailer Record
Data Element Field Description Notes
Record Type PIC X(01) Value 'T' = Trailer Record
Application ID PIC X(10) The Application ID pertaining to the notifications in this file. Includes leading zeroes as needed to completely fill field.
Creation Date PIC X(08) Date the file was created. Format: CCYYMMDD
Creation Time PIC X(06) Time the file was created. Format: HHMMSS
Number of Detail Records PIC X(07) Right justified and zero filled.
Filler PIC X(168) Spaces

Note: CMS' RDS Center only sends a notification for retirees who have ever qualified for a Subsidy Period. If the retiree never qualified for subsidy, regardless of the reason, a notification is not generated.

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