The Retiree Drug Subsidy (RDS) Community Information Group (CIG) hosted a webinar on Wednesday, September 11, 2013. Over 500 individuals attended the webinar allowing them to stream audio and view presentation slides.
The webinar was presented by Jennifer Craft, Manager of the Education, Training, and Outreach Division of CMS' RDS Center.
Webinar Topics:
60-Day Login Rule Reminder
Implemented in May of 2013, the 60-Day Rule is a Federally mandated security rule requiring users to log into the RDS Secure Website (SWS) at least every 60 days to maintain an active account. For more information on the 60-Day Rule, reference the 60-Day Rule For Maintaining Active User Accounts Snippet or the announcement on the RDS Program Website entitled RDS Secure Website 60 Day Login Requirement Now In Effect.
Application Submission Tips and Tools
Plan Sponsors were reminded to identify the User Roles required to successfully submit an RDS Application. It's important to ensure key participants such as the Account Manager, Authorized Representative, and Actuary have proper access, are registered in the RDS Secure Website, have established and maintained an active User Account by logging in every 60 days, and that they know their Security Questions and Answers.
Plan Sponsors were reminded of the following tools on the RDS Program Website to assist with the Application Submission Process:
- The RDS CIG Technical Article Preparing for Medicare Part D Open Enrollment Period highlights what Plan Sponsors need to include in educating retirees about Credible Coverage prior to the start of the Medicare Open Enrollment Period (OEP) as well as a plan for establishing, monitoring, and managing Qualified Covered Retirees (QCRs) during OEP and throughout the plan year.
- The Applying For The RDS Program chapter in the RDS User Guide details the annual RDS Application process in its entirety.
Leading Zeros and Retiree Lists Tip
Retiree files, like the Covered Retiree List (CRL), that are downloaded from the RDS Secure Website are in Comma Separated Value (CSV) format. Windows programs like Microsoft Excel are typically used to open and edit these files. Any field in the file that includes numbers (like the Social Security Number) will be treated as numeric and the Windows program will likely truncate the leading zeros.
As a reminder, don't open the CRL in Excel. Instead, open a new excel workbook and import the Retiree File using the Text Import Wizard on the Data Tab. Save it as an Excel Workbook (*.xlsx or *.xls) file before distributing it to ensure all the leading zeros are included in the file and are not truncated. Plan Sponsors should contact CMS' RDS Center for assistance.
Reconciliation Tips and Tools
Plan Sponsors were reminded to identify the User Roles required to successfully submit an RDS Application. It's important to ensure key participants such as the Account Manager, Authorized Representative, and Cost Reporters have proper access, are registered in the RDS Secure Website, have established and maintained an active User Account by logging in every 60 days, and that they know their Security Questions and Answers.
The Reference Materials section of the RDS Program Website was highlighted to the Community as it offers Job Aids and Web-Based Trainings to facilitate the preparation and planning for the Reconciliation process including:
- The Reconciliation Job Aid is a toolkit with a timeline of events, task list, assignments, best practices, and contact list.
- The Reconciliation Section of the RDS User Guide offers further guidance, including a checklist (Reconciliation Checklist).
New Search and Sort Feature
In September 2013, select tables and pages in the CMS RDS Secure Website were updated with a new "search" and "sort" feature.
The Search feature allows specific pre-defined columns to include either a "search field" box or a "dropdown" menu. The Sort feature allows pre-determined columns to be sorted by selecting a new up or down 
symbol.
A new Clear All button allows the user to clear or reset all search fields or dropdown boxes and perform another search.
Pages with this new feature include: Application List, Audit Trail of Benefit Option Cost Reports, Benefit Option Final Cost List, and Step 6: Manage Submission of Final Cost Reports.
Scheduled Events
RDS Secure Website outages and CMS' RDS Center events can be found on the Events page of the RDS Program Website.
Upcoming Webinars
Plan Sponsors and Vendors are encouraged to attend the next RDS CIG webinar. Webinars are presented several times in the calendar year, corresponding with key Application and Reconciliation landmarks. Monitor the Events page of the RDS Program Website for announcements about upcoming webinars.