SEARCH

Search For...

Search

Create a New Account Manager ID

ACCOUNT LOGIN

Enter Login and Password

ENTER LOGIN ID

ENTER PASSWORD

Login

Forgot Password?

Home » How To... » Apply For The RDS Program » Register An Account Manager And An Authorized Representative

Print this page

HOW TO REGISTER AN ACCOUNT MANAGER AND An AUTHORIZED REPRESENTATIVE - New 01/11/2007

The following document provides step-by-step instructions on how to complete the registration process for the Account Manager and the Authorized Representative, how long the registration process takes, and how to determine whether your registration is approved or denied.  This document includes information about the following:

• What is the difference between the Authorized Representative and the Account Manager?
• How does the Account Manager complete the registration process?
• How does the Authorized Representative complete the registration process?
• How long does the registration process take?
• How will I know if my registration was approved?
• How will I know if my registration was denied?
• Do the Authorized Representative and Account Manager have to complete the registration process every plan year?

What is the difference between the Authorized Representative and the Account Manager?

Authorized Representative

An Authorized Representative is an individual to whom the Plan Sponsor has granted the legal authority to bind the Plan Sponsor to the terms of the Plan Sponsor Agreement in the RDS application. Examples of the Authorized Representative include the Plan Sponsor's general partner, CFO, CEO, President, Human Resources Director, or an individual who holds a position of similar status and authority within the Plan Sponsor's organization. For multi-employer plans, the Authorized Representative does not have to be an employee of the Plan Sponsor, but may be a member of the jointly appointed board of trustees, which includes both labor and management trustees. It is important to note, however, that only one individual at a time can serve in the role of Authorized Representative.

Account Manager

The Authorized Representative delegates account management tasks to the Account Manager. The Account Manager has the authority to do everything for the Authorized Representative except sign the Plan Sponsor Agreement and submit the application. For security reasons, the Authorized Representative and the Account Manager must be different people. The Account Manager may be an employee of, or agent for, the Plan Sponsor (HR director/manager, consultant, etc.).

The Account Manager will perform the following during the RDS Program application process:

• Establish Plan Sponsor account
• Designate the Authorized Representative for the Plan Sponsor
• Manage account and application process

How does the Account Manager complete the registration process?

The Account Manager, unlike the Authorized Representative, Designee, and Actuary, registers when she or he creates "a new Account Manager ID" from the RDS Program Web Site home page (this is when the Account Manager provided information on himself or herself, the Plan Sponsor, and the Authorized Representative.)  In other words, unlike other secure user roles, the Account Manager registers without first being invited to do so by an RDS Center e-mail. Once this has been completed, the Account Manager would have completed the registration process for himself or herself and the Plan Sponsor.  For detailed information on creating a new Account Manager ID, go to: How to Create a New Plan Sponsor ID.

How does the Authorized Representative complete the registration process?

To complete the Authorized Representative Registration process, follow these steps:

1. Once the Account Manager has completed his or her registration, the Authorized Representative will be sent an e-mail so that she or he is enabled to complete his or her registration process.  When the Authorized Representative receives the registration e-mail invitation, click on the Authorized Representative Registration page link under step 1.

   Cc: Account Manager

   Dear Authorized Representative,

   XYZ Corporation is a participant in the Medicare Retiree Drug Subsidy (RDS) program and you have been assigned as its Authorized Representative effective [effective date].

   If you are the Authorized Representative for a Plan Sponsor who wants to submit an application for the Retiree Drug Subsidy, it is imperative that you complete this registration process. 

   To complete the Authorized Representative Registration process, please follow the instructions listed below. 

   1. Click on this link: Authorized Representative Registration page [www.auth_rep_registration.html].
   2. After clicking the link the Authorized Representative Registration page will display.  This is the first of five pages.  Please make sure that the personal information (birth date, social security number, and your first and last name) is entered correctly.  This information will be used during the validation process.
   3. CMS' RDS Center recommends that you print pages four (Authorized Representative Summary) and five (Thank You) for your records.
   4. After you have completed the registration process you will receive an e-mail, approximately 48 hours later, indicating your validation status.  At this time, if you are successfully validated, use the Login ID and password that you just created to log into CMS' RDS Center Secure Web Site [http://rds.cms.hhs.gov/].
   5. Once logged into the RDS Secure Web Site, as the Authorized Representative you are required to submit the application(s) to CMS' RDS Center. For step-by-step instructions on how to submit an application to CMS' RDS Center, go to http://rds.cms.hhs.gov/how_to/submit.htm.

   Note: As the Authorized Representative, you are the only individual who can submit the application to CMS' RDS Center for processing.

   If you do not complete this registration process you will be unable to login in to the RDS Secure Web Site and submit the RDS application for processing. 

   Please be advised that as a precondition to requesting subsidy payments, all Plan Sponsors must complete and submit to the Centers for Medicare & Medicaid Services (CMS) the Authorized Representative Verification form. An Authorized Representative Verification form must be submitted for each Plan Sponsor Identification Number. For more information about the Authorized Representative Verification form, go to: http://rds.cms.hhs.gov/news/announcements/ar_vetting_letter.htm.

   If you have questions, please call the RDS Help Line at (877) RDS-HELP, or (877) 737-4357. TTY for the hearing impaired: (877) RDS-TTY0, or (877) 737-8890.  If you would like to e-mail CMS' RDS Center please send all correspondence to: rds@cms.hhs.gov.

   Sincerely,

   CMS' RDS Center

   Please Note: This e-mail message was sent from a notification-only address that cannot receive incoming e-mail, so please do not reply to the e-mail.

2. The Authorized Representative Registration page will display.
1. Verify the name of the Account Manager for the Plan Sponsor ID provided in text. Confirm the Account Manager by clicking the checkbox. If you do not want to accept the Account Manager, please contact the RDS Center for information on how to proceed.

   

2. Read the User Agreement provided in the scrolling box. To accept the agreement, click the checkbox.  If you choose not to accept the agreement you will not be able to continue with the registration process.

   

3. Click Continue when you are complete.  Clicking Cancel will terminate the process.

   Note: At anytime during this step-by-step process, if you need additional information, click on the Help about this page link in the Quick Help box at the top right hand corner of the page.

3. The Authorized Representative Personal Information page will display.  Complete the following information about yourself.  The fields with an asterisk (*) are required.
1. First Name*
2. Middle Initial (optional)
3. Last Name*
4. Social Security Number*
5. Date of Birth*
6. Job Title*
7. Business Telephone*
8. Fax (optional)
9. Street Line 1*
10. Street Line 2
11. City*
12. State*
13. ZIP Code*

    Note:  Please make sure that personal information (birth date, social security number, and your first and last name) is entered correctly. This information will be used during the validation process.

    

4. Click Continue when you are complete. Clicking Cancel will terminate the process.
5. The Authorized Representative Login Information page will display.  You are being asked to create your login information. The fields with an asterisk (*) are required.
1. Login ID*
2. Password*
3. Re-enter Password*
4. Security Question 1*
5. Answer 1*
6. Security Question 2*
7. Answer 2*

   

6. Click Continue when you are complete.   Clicking Cancel will terminate the process.
7. The Authorized Representative Summary page will display.  Please review the information carefully before submitting it for processing.

   Note: The RDS Center recommends that you print this page for your records.

   

8. If you need to make corrections click Edit, and you will return to the beginning of the registration process. If the information provided is correct, click Continue.  Clicking Cancel will terminate the process.
9. The Thank You page will display.  This page confirms the receipt of your request to activate your Login ID and password as an Authorized Representative.

   

10. Click Exit to conclude this session.

    After you have completed the registration process you will receive an e-mail in approximately 48 hours indicating your validation status. At that time, if you are successfully validated, you may use the Login ID and password that you just created to log into the RDS Center Web Site.

How long does the registration process take?

The actual registration process takes 5 - 10 minutes to complete.  There are five pages (Registration, Personal Information, Login Information, Summary, and Thank You) that you are required to complete.  After you have completed the registration process it takes the RDS Center approximately 48 hours to validate your information.  Once the validation process has been completed, you will receive an e-mail indicating the status of your registration (Approved or Denied).

How will I know if my registration was approved?

If your registration was successful, you will receive and e-mail indicating that you have been approved. 

How will I know if my registration was denied?

If your registration was unsuccessful, you will receive an e-mail indicating that you have been denied.

Do the Authorized Representative and Account Manager have to complete the registration process every plan year?

No, you do not have to complete the registration process every plan year.  The RDS secure user role you register for will be assigned for as long as you or the Plan Sponsor chooses. 

Note:  The RDS system allows an individual to act in only one role at a time. The individual may be assigned to multiple Plan Sponsors, but only in the same role for each Plan Sponsor.

For example, if an individual is an Account Manager for one Plan Sponsor's application, and another Plan Sponsor wants him/herself to assist with its application, that individual may only act as an Account Manager for the second application, and no other role.