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Home » How To... » Manage Application Information » Assign Or Delete Designees

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How To Assign/Delete Designees or Change their Privileges - Updated 01/31/2008

Occasionally, an Account Manager or Authorized Representative will want to add an additional Designee, delete an existing Designee or change a Designee's assignments and privileges. This document provides information about the following:

• Who may assign, delete, or change a Designee's privilege?
• When may Designee assignments and privileges be changed?
• Am I required to assign a Designee for my RDS application?
• What information do I need to assign a Designee?
• What privileges may I assign to a Designee?
• How do I assign a Designee?
• When I assign a Designee, what communications are sent, and to whom?
• How do I change a Designee's privileges?
• When I change a Designee's privileges, what communications are sent, and to whom?
• What information do I need to delete a Designee?
• How do I delete a Designee?
• When I delete a Designee, what communications are sent, and to whom?
• If a user is currently a Designee, may their role be changed to an Account Manager or Authorized Representative?

Who may assign, delete, or change a Designee's privilege?

Account Managers and Authorized Representatives may assign, delete, and/or change a Designee's privilege(s).

When may Designee assignments and privileges be changed?

Designees may be assigned and privileges may be changed at any time. Designees may not be deleted while an application is being processed by the CMS' RDS Center.

Am I required to assign a Designee for my RDS application?

No, you do not have to assign a Designee(s) to your application. The Designee role is optional. Designees may be assigned specific privileges to assist with completing one or more tasks of the RDS application cost reporting and payment request processes.

What information do I need to assign a Designee?

To assign a Designee(s) you will need:

• Designee e-mail address
• Designee name
• Pass Phrase – If the Designee does not currently exist in the RDS Secure Web Site and you need to add him as a new user, you will also need to create a Pass Phrase to give to the Designee. This may be a word or a short phrase containing 4-30 characters [no caps] and/or numbers.

This Pass Phrase must be provided to the Designee before he can register, and it must be communicated to the Designee(s) outside the RDS Secure Web Site. The Designee(s) will use this Pass Phrase when he logs into the RDS Secure Web Site.

What privileges may I assign to a Designee(s)?

If desired, a Designee(s) can be assigned to an application to assist with one or more of the following application activities:

• Assign Actuary(ies)
• Complete EFT Information
• Choose Retiree List Submission Method
• Define Benefit Option(s) [UBOI]
• Define Payment Frequency
• Delete Application - Functionality not yet available
• Request Extension
• Report Costs
• Request Payment
• Submit Appeal
• View Attestation Summary
• View/Send/Receive Retiree Data
• Withdraw Application - Functionality not yet available

Note: You may not assign Report Costs and Request Payment privileges to the same Designee.

How do I assign a Designee?

To assign a Designee, follow the process outlined below:

1. Login to the RDS Secure Web Site by entering your Login ID and Password in the Account Login fields in the right hand navigation menu as shown below.
   
   
   
2. From the RDS Secure Web Site home page, find the Plan Sponsor application you want to assign a Designee to and select that Plan Sponsor ID.
   
   
   
3. From the Application List page, select the Application Number to which you want to add a Designee.
   
   
4. From the Application Status page, select the Assign Designee(s) (optional) link in the Application Section.
   
   
   
5. The Designee(s) Summary page for the selected application displays.
   • To go to the step-by-step instructions on how to change a Designee's privileges.
   • To go to the step-by-step instructions on how to delete a Designee.
6. From the Designee Summary page, select the Add a Designee link.
   
   
   
7. From the Assign Designee(s) page, look up the individual you wish to assign as a Designee by entering his e-mail address, and click the Go button. This action produces one of four results:
   • The e-mail address is found and displays the correct person you would like to assign the Designee role. Press the Accept button.
   • The e-mail address is found, but the individual has another role in the RDS system and cannot be a Designee. You must assign a different individual.
   • The e-mail address is not found. Click the Assign New button to provide information about the Designee, and assign the privileges as applicable. See below.
   • The e-mail address is found but does not display the correct person you would like to assign as a Designee. Try the e-mail address again to make sure you entered it correctly. If the correct person still cannot be found in the database, click the Assign New button to provide information about the Designee, and assign application privileges as applicable.

   Note: You may not assign Report Costs and Request Payment privileges to the same Designee.

   
   

   Note: Make a note of the Pass Phrase you select for this Designee and make sure you provide it to the Designee to enable them to register on the RDS Secure Web Site.

8. Check the information you have entered for accuracy.
   • To complete the Designee assignment, click the Continue button.
   • To cancel your Designee assignment, click the Cancel button.
9. If you click Continue, an E-PHI Agreement will display. Click I Accept in order to assign the Designee. Clicking Cancel will return you to the Designee Information page.

   

When I assign a Designee what communications are sent, and to whom?

When you assign a Designee to the RDS Secure Web Site, the following e-mail is sent to the Designee, and a copy is sent to the application's Account Manager.

How do I change a Designee's privileges?

To change a Designee's privileges, follow the steps below:

1. Go to the Designee(s) Summary page.See step-by-step instructions on how to get to the Designee(s) Summary page.
2. To change the privileges assigned to a Designee(s) click on the Designee name on the Designee(s) Summary page.
   
   
   
3. The Designee Information page displays as shown below.
   
   
   
4. From the Designee information page, click the Change Privilege(s) button.
5. The Assign Designee(s) page displays in edit mode to accept changes as shown below.
   
   

Note: You may not assign Report Costs and Request Payment privileges to the same Designee.

6. Check the privileges you wish this Designee to have, or uncheck those you wish to remove.
   • To save your changes scroll to the bottom of the page and click the Continue button.
   • To cancel your changes and return to the previous Designee Information page, click the Cancel button.

Note: Any saved changes to the Designee's privileges are effective immediately.

When I change a Designee's privileges, what communications are sent, and to whom?

When you change a Designee's privileges in the RDS Secure Web Site, the following e-mail is sent to the Designee, and a copy is sent to the application's Account Manager.

What information do I need to delete a Designee(s)?

To delete a Designee who is assigned to an application you will need the application number to which the Designee is currently assigned to, and the name of the Designee.

How do I delete a Designee(s)?

To delete a Designee, follow the steps below:

1. Go to the Designee(s) Summary page. See step-by-step instructions on how to get to the Designee(s) Summary page.
2. To delete a Designee(s) click on the Designee name in the Designee(s) Summary page as shown below.
   
   
   
3. The Designee Information page displays as shown below.
   
   
   
4. Click the Delete Designee button.

Note: If you delete a Designee with the Report Costs or Request Payment privilege, make sure that you have the function covered by another RDS Secure Web Site user for your Plan Sponsor Benefit Option(s) and application(s).

5. The dialogue box shown below appears asking you to confirm your decision to delete this Designee.
   
   
   
6. To delete the Designee, click the Continue button. To cancel the process and return to the Designee Information page, click the Cancel button.

When I delete a Designee, what communications are sent, and to whom?

When you delete a Designee in the RDS Secure Web Site, the following e-mail is sent to the Designee, and a copy is sent to the application's Account Manager.

If a user is currently a Designee, may he be changed to an Account Manager or Authorized Representative?

Yes. You must, however, keep in mind the following restrictions:

• Once an individual is identified in the RDS Secure Web Site in a specific role he is only eligible to be reassigned to a different role if he is first removed (terminated) from their current role—for all applicable Plan Sponsors and applications.
  • For example, if a user is a Designee on one RDS application and needs to be the Account Manager, and simultaneously is a Designee for another Plan Sponsor on another application, his Designee role must be terminated for both Plan Sponsors, on all applications for which he is associated.
    • Once the Designee is no longer associated with any applications, he can be re-invited to act in the Account Manager role.
• The RDS system allows an individual to act in only one role at a time. He can be assigned to multiple Plan Sponsors, but only in the same role for each Plan Sponsor.
  • For example, a Designee acts as a Designee for multiple Plan Sponsors but can only change roles (i.e., to an Account Manager) if he is first removed as Designee from all Plan Sponsors.
• You should allow one day after the termination date mentioned above before you try to reassign an individual to a new role.