Account Manager Quick Start Guide

User Roles:

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Use the Account Manager Quick Start Guide to get started on your tasks in managing an RDS application.

Are you working with a Vendor?

If you are working with a Vendor to manage your retiree enrollment or cost reporting information, review Communicating With Your RDS Vendor to help you maintain good communication throughout your application’s lifecycle and get some tips for success.

Account Manager Resources

Select an RDS Program component to display a description for that component and the resources available to jump start your tasks:

User Management iconUser Management

Plan Sponsors continuously manage current RDS Secure Website user roles to prevent delays in tasks being completed. User management includes not only maintaining roles and user information, but also remaining in compliance with Federal Security Regulations by logging into the RDS Secure Website at least once every 180 days.

Keep This in Mind: Maintaining an active user account is essential to RDS Program participation including submitting applications and completing Reconciliation. CMS' RDS Center will not make payments to a Plan Sponsor if the Account Manager or Authorized Representative has an inactive user account.

User Management Resources
Resource Description
User Management – User Roles Support Tool Refer to this section of the RDS Welcome Kit User Roles Support Tool for questions to keep in mind when assigning and reassigning user roles, as well as helpful tips for maintaining an active user account.
Managing the Account Manager and Authorized Representative Roles – RDS User Guide Learn about role reassignment timing and email notifications, and review step-by-step instructions for reassigning the Account Manager and Authorized Representative roles.
Manage the Actuary Role – RDS User Guide Review the RDS User Guide for an overview of and step-by-step instructions for managing the Actuary role.
Manage the Designee Role – RDS User Guide Review the RDS User Guide for an overview of and step-by-step instructions for maintaining Designee(s) on an application.
Manage Registered User Information – RDS User Guide Refer to the RDS User Guide for an overview of what registered user information can and cannot be changed, as well as step-by-step instructions for managing registered user information.

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Annual Plan Application iconAnnual Plan Application

To participate in the RDS Program, Plan Sponsors must submit a timely application prior to the expiration of the Application Deadline, which is 90 days before the selected Plan Year Start Date. For example, if a Plan Sponsor's Plan Year Start Date is January 1, 2015, the Application Deadline is October 2, 2014. If the Application Deadline is not met, the application will be denied.

Keep This in Mind: If the Plan Sponsor finds it will be unable to meet the original Application Deadline, the Account Manager, the Authorized Representative, or a Designee assigned the Request Extension privilege may request one 30-day extension using the RDS User Guide.

Annual Plan Application Resources
Resource Description
Application Submission Job Aid Review this brief document for an overview of the Application Submission Process, along with helpful quick tips and timeframes to note in preparation for submitting an annual application.
Complete the Application Process – RDS User Guide If you are ready to complete an application, visit the RDS User Guide for step-by-step instructions.
Request an Application Deadline Extension – RDS User Guide Refer to the RDS User Guide for an overview of and step-by-step instructions for requesting an Application Deadline Extension.

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Retiree Management iconRetiree Management

Plan Sponsors may only submit costs for the Qualifying Covered Retirees (QCRs), Benefit Options, and Subsidy Periods listed in the Covered Retiree List (CRL). Therefore, it is necessary to manage retiree information throughout the phases of an RDS application.

Keep This in Mind: The CRL should be requested frequently and distributed to Cost Preparers to ensure costs are only reported for the QCRs, Benefit Options, and Subsidy Periods listed in the CRL.

Retiree Management Resources
Resource Description
Retiree Management – RDS User Guide Review the RDS User Guide for general information about and step-by-step instructions for completing tasks related to retiree processing.
Managing Retirees Through the Application Lifecycle – RDS User Guide Refer to the RDS User Guide for important information to keep in mind when changing Retiree EDI methods and sources.
Sample Retiree File Spreadsheet Job Aid Use the editable Sample Retiree File spreadsheet and corresponding instructions to help create and upload retiree files to CMS' RDS Center on the RDS Secure Website.

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Payment Setup iconPayment Setup

After an application is approved, the Account Manager or the Authorized Representative must identify the individuals who will report costs and request payment(s) by completing Payment Setup. If there are changes to the individuals who will report costs and request payment(s), changes can be made to Payment Setup.

Keep This in Mind: Payment Setup must be complete in order to request payment. Additionally, a single individual may not have both the Report Costs privilege and the Request Payment privilege on a given application.

Payment Setup Resources
Resource Description
Complete Payment Setup - RDS User Guide Review this information for an overview, guidelines, and step-by-step instructions to help complete Payment Setup.
Change Payment Setup - RDS User Guide Access this information for an overview, guidelines, and step-by-step instructions to help make changes to Payment Setup.

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Interim Payment iconInterim Payment

If the Monthly, Quarterly, or Interim Annual Payment Frequency was selected during the Application Submission Process, Plan Sponsors may request an interim payment. Since an individual cannot both report costs and request payment on the same application, the following resources are divided into two sections, depending on your assigned privilege for an application: Interim Payment: Cost Reporter Resources and Interim Payment: Payment Requester Resources.

Keep This in Mind: If an interim payment is received, the Reconciliation process must be completed 15 months after the end of the application plan year. Refer to the Reconciliation component in this guide for additional information.

Interim Payment: Cost Reporter Resources
Resource Description
Submit Interim Costs - RDS User Guide If you are ready to submit interim costs, review this information for an overview of and step-by-step instructions for submitting interim costs.
Prepare Cost Data- RDS User Guide Review this information for guidelines for preparing cost data, as well as cost reporting examples.
Cost Threshold and Cost Limit by Plan Year Learn about the thresholds and limits that define the amount of gross covered retiree plan-related prescription drug costs that are eligible for subsidy.
Extract Certain Medicare Part B Costs From RDS Payment Requests - RDS User Guide Review CMS guidance on removing Medicare Part B costs from your RDS payment request.
Rebates and Other Price Concessions Review CMS guidance to help submit cost data while taking into account, calculating, and allocating rebates and price concessions.
Quick Access Reports (QAR) If you are managing multiple RDS applications, use Quick Access Reports (QAR) in the RDS Secure Website to monitor cost reports without having to locate information in each individual application. QAR assists and accelerates cost reporting activities by delivering consolidated cost reporting information. Refer to the Quick Access Reports (QAR) for comprehensive information about these reports.
Interim Payment: Payment Requester Resources
Resource Description
Submit an Interim Payment Request - RDS User Guide Access this information for an overview of and step-by-step instructions for submitting interim payment requests.
Access Payment History- RDS User Guide Visit this resource for an overview of and step-by-step instructions for accessing payment history.

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Reconciliation iconReconciliation

Within 15 months after the application Plan Year End Date, Plan Sponsors complete Reconciliation to finalize their application’s Covered Retiree List and submit final cost data to CMS' RDS Center. If the Plan Sponsor did not select an Interim Payment Frequency, it must use the Reconciliation process to request its annual payment. The 12 steps of Reconciliation can typically average 90 days to complete.

Keep This in Mind: If interim payments were received and the Plan Sponsor does not complete Reconciliation by the Reconciliation Deadline, the sum of all payments received will become an overpayment, and CMS will initiate immediate action to recover those funds. Plan Sponsors that fail to meet the Reconciliation Deadline for a given application and have not received interim payments for that application will not be eligible for any subsidy payments for that application.

Reconciliation Resources
Resource Description
Reconciliation - RDS User Guide Refer to the RDS User Guide for comprehensive information regarding the 12 steps of Reconciliation, including helpful tips and step-by-step instructions.
Reconciliation Toolkit If you need help planning for Reconciliation, refer to this toolkit for Plan Sponsor community best practices and suggestions.
Complete Payment Setup - RDS User Guide Review this information for an overview, guidelines, and step-by-step instructions to help complete Payment Setup.

Remember: Payment Setup must be complete in order to request payment.

Extract Certain Medicare Part B Costs From RDS Payment Requests - RDS Secure Website Review CMS guidance on removing Medicare Part B costs from your RDS payment request.
Prepare Cost Data - RDS User Guide Review this information for guidelines for preparing cost data, as well as cost reporting examples.
Rebates and Other Price Concessions Review CMS guidance to help submit cost data while taking into account, calculating, and allocating rebates and price concessions.
Quick Access Reports (QAR) If you are managing multiple RDS applications, use Quick Access Reports (QAR) in the RDS Secure Website to monitor cost reports without having to locate information in each individual application. QAR assists and accelerates cost reporting activities by delivering consolidated cost reporting information. Refer to the Quick Access Reports (QAR) for comprehensive information about these reports.

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Want More Information?

The RDS Program offers extensive support to the Plan Sponsor community, in addition to the resources referenced in this guide. To learn where to find all the information available to you, visit the How to Use This Site page.

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