NMS Match System Guide for Programs

The 2019 ASHP Match


Log In

  • Access the NMS Match System

    You can access the NMS Match System by selecting the Log In button in the top-right corner of the screen.

    To log in to the NMS Match System, you will need to use the e-mail address and password that you previously established in the NMS Match System (e.g., when you registered your program for the Match).

  • Program Directors of Multiple Programs

    Program Directors that have more than one program registered in the Match will be presented with a list of their programs after they log in to the system. You must select one program from the list to reach the main Dashboard page for the program.

  • New/Changed Program Director

    If you are a new Program Director and you do not have access to the login credentials created by the former Program Director, you must send a signed request to NMS, on residency letterhead, requesting that NMS update the account information for your residency. The letter can be sent by e-mail to ashprmp@natmatch.com.

Dashboard

After you log in to the NMS Match System for a program, you are presented with a Dashboard. The Dashboard shows your program’s participation status in the Match, the number of positions being offered, and information about the program’s rankings for the Match.

  • Switch to the Dashboard of Another Program

    If you have more than one program registered for the Match, you can use the Switch button at the top of the Dashboard to access the Dashboard of another one of your programs without having to log out of the system.

    switch button

  • Status - Withdraw or Reinstate

    The Status section shows the program's participation status in the Match. All registered programs that intend to offer positions in 2019 should have a status of Active in Phase I.

    If the program is no longer offering positions in 2019, it should withdraw from the Match.

    If your program has positions available but no acceptable applicants, you should not withdraw the program but should certify a Rank Order List with No Ranks.


    To withdraw from the Match:

    • Select the Edit button in the Status section of the Dashboard
    • Select a reason for withdrawing
    • Enter your password and press Submit.
    edit status


    If you have withdrawn a program in one Phase of the Match but now want that program to participate in that Phase, you can reinstate that program prior to the Rank Order List deadline for that Phase of the Match.

    To reinstate the program in the Match:

    • Select the Edit button in the Status section of the Dashboard
    • Follow the instructions provided on the screen to complete the reinstatement process.
  • Positions

    Phase I

    You should ensure that the number of positions to be filled in the Match is correct for each program. The number of positions to be filled for a program can be changed, if necessary.

    • Select the Edit button in the Positions section of the Dashboard
    • Select the appropriate number of positions to be filled

    The number of positions offered can be changed until the Rank Order List Deadline for Phase I.


    Phase II

    All positions left unfilled in Phase I of the Match are to be offered in Phase II, and will be transferred automatically into Phase II. A residency can decide not to offer an unfilled position in Phase II only if it decides not to fill the position in the program for the coming year (e.g., anticipated loss of funding, shifting of funding to other purposes).

    Positions that become available after Phase I of the Match, such as positions for which funding becomes assured after the Phase I Rank Order List deadline or newly created positions, may also be offered to applicants in Phase II of the Match.

    The number of positions offered by a program that is active in Phase II can be changed in the NMS Match System until the Phase II Rank Order List deadline, in the same manner as described above for Phase I.

  • Rank Order List Status

    The Rankings section of the Dashboard provides a summary of the program's Rank Order List information. The summary information shows the number of ranks on the Rank Order List and whether or not the Rank Order List is certified for use in the Match.

    • Select the Edit button to access your Rank Order List, view your rankings, make changes or certify your list.

    Instructions for entering your rankings are available in the Enter Rankings section below.

Account

You may change your e-mail, password and security questions in the Account section.

Ensure your e-mail address is correct as all Match communications, including your residency's Match results, will be sent to that e-mail address.

If you are responsible for more than one program, any changes you make to your Account information will apply to all of your programs. If you change your e-mail or password, you will have to use the new values the next time you log in to the NMS Match System.

  • Add a New Program to Your Residency

    All programs offered by a residency must be the same type; to add a program of a different residency type, please contact NMS.

    Note: If you offer or intend to offer a Multiple-Site Residency and want to add a new site, you must notify the ASHP and have that request approved before making the change in the NMS Match System. Please refer to the information and notification forms on the ASHP web site.

    Phase I

    Use the Add New Program button in the Account section to add an additional program to your residency.

    To add a new program, select the number of positions to be filled in 2019 and edit the description of the new program. The description of the new program must be unique and clearly distinguish that program from any other program offered by your residency. The Program Code will be assigned automatically.

    Once the NMS Match System is open for rankings for Phase I of the Match (February 11, 2019), you will not be able to add new programs to your residency online; requests to add new programs must be submitted to NMS in writing before the Rank Order List deadline, on your residency's letterhead and signed by the Program Director, indicating the description of the program and the number of positions to be offered in the Match.

    Phase II

    To add a new a program in Phase II, you must send a written request to NMS before the Phase II Rank Order List deadline April 3, 2019, on your residency’s letterhead and signed by the Program Director, indicating the description of the program and the number of positions to be offered in the Match.

Profile

The Profile section shows the Code Number and program description of the program, as well as residency information (residency Display Name, Program Director name, mailing address, telephone number and fax number).

  • Change Profile Information

    You may edit most of this information until the Rank Order List deadline for the program. However, you cannot change the residency's display name or the program description once the NMS Match System is open for rankings.

    To edit the profile information, select the Edit button next to the information you want to change, update the information, and press the Save button.

    Detailed instructions about the content to be entered into each field can be found by pressing the tooltip icon (?) next to the field name.

    You should ensure that the residency name displayed in the NMS Match System corresponds to the residency name shown in the online ASHP Directory, to avoid confusing applicants.

    Note: If your residency has more than one program in the Match, any changes you make to the residency information for one program will be made automatically for all programs at the residency. You cannot have different contact information for different programs within your residency.

Enter Rankings

Key Dates

Phase I
System Opens For Rankings February 11, 2019
Rank Order List Deadline March 1, 2019 at 11:59 p.m. ET
Phase II
System Opens For Rankings March 25, 2019
Rank Order List Deadline April 3, 2019 at 11:59 p.m. ET

You will not be able to access the NMS Match System to enter or certify a Rank Order List after the Rank Order List deadline indicated above for each Phase of the Match.

You are strongly advised to enter your rankings and certify your Rank Order List well before the Rank Order List deadline to avoid potential system access problems near the deadline.

Enter, Edit and Print Your Rank Order List

If your residency offers more than one program in the Match, you must enter and certify a separate Rank Order List for each program offered by your residency in the Match.

  • Add an Applicant to the List
    • Start typing in the search box to find the applicant you want to rank. Applicants can be searched by Code Number, last name or first name.

      Withdrawn applicants will be indicated with a Withdrawn flag when you search and add them to your Rank Order List. You are strongly encouraged to leave the withdrawn applicant ranked on the Rank Order List. Withdrawn applicants can reinstate themselves in the Match any time prior to the Rank Order List deadline. If you leave the withdrawn applicant on the Rank Order List and the applicant is reinstated prior to the deadline, that ranking will be used in the Match. If the applicant remains withdrawn, that ranking will not be used in the Match, and the Rank Order List will be processed as if you had not ranked the withdrawn applicant.

      Applicants who obtain a position in Phase I of the Match will be removed from the NMS Match System and cannot be ranked by programs in Phase II of the Match.

    • Select the applicant you want to rank from the search results. Since the Match processing is based on the Code Number, make sure the 5-digit Code Number shown for the applicant you select correctly identifies the applicant you wish to rank.

    • Press the Add to List button to add the applicant to your list. Applicants should be entered in rank number sequence, with your most preferred applicant entered first as rank 1, your second most preferred applicant entered next as rank 2, and so on. You may add as many applicants as you wish.

    Add applicants to your Rank Order List
  • Reorder the Ranks
    • To move or re-order a rank, use the drop-down menu attached to the rank number. You should select from the drop-down list the rank number to which you want to move the applicant.
    Reorder Rank Order List
  • Import the Rankings From a File

    Most programs should enter their rankings using the web-based interface provided on the Rankings page. However, if you have a very long list of applicants to rank (e.g., more than 25 applicants) and you have a pre-existing file of those applicants, you may find it easier to import a file of your rankings into the NMS Match System.

    To import a Rank Order List into the NMS Match System, you need to generate a comma-separated text file with the Match Code Numbers of the applicants to be ranked.

  • Print Your Rank Order List

    You should print a copy of your final certified Rank Order List for your records.

    Click on the Printer-Friendly link (provided at the top or bottom of your Rank Order List) and then use the print function of your browser.

    You will also be able to view and print your Rank Order List(s) until the day after the Match Results are released for each Phase of the Match.

    print rank order list

Special Cases for Rankings

  • Reverting Unfilled Positions

    Reverting unfilled positions allows you to move one or more positions that remain unfilled from one Rank Order List to a second Rank Order List, so that an attempt can be made to fill the available position(s) with applicant(s) on the second list.

    Note: Reversions are only permitted in Phase I of the Match.

  • Submitting Multiple Lists

    Some programs may have special requirements that can only be satisfied by submitting more than one Rank Order List for a single program. This feature is useful if a program needs to recruit a mix of applicants with different characteristics.

    Note: Multiple Lists are only accepted in Phase I of the Match.

Certify Your Rank Order List

Certifying the Rank Order List tells NMS that the rankings are complete and the Rank Order List is ready to be used in the Match. You must certify the Rank Order List prior to the Rank Order List deadline in order for it to be used in the Match.

You can make changes to the list even after it is certified, until the Rank Order List deadline. If you make changes to a list after it is certified, the list will become uncertified and you will have to re-certify the list before the deadline in order for it to be used in the Match.

You are strongly encouraged to enter and certify your Rank Order List well before the deadline date to avoid potential system access problems near the deadline.

  • To Certify a Rank Order List
    • Press the Submit for Certification button (at the bottom of your Rank Order List) once you have added all your applicants and they are in the desired order of preference.
    • The NMS Match System will alert you if any issues or problems exist in your Rank Order List and prompt you to certify your list by re-entering your password and pressing Submit.
    certify rank order list

    There are three ways to verify that the list has been certified:

    • In the Rankings section of the program Dashboard, it will indicate that the Rank Order List has been certified
    • certify statement

    • A green banner will be displayed at the top of the Rankings page
    • certify banner

    • You will be sent an e-mail from NMS confirming the certification

    Do not call NMS to confirm that your Rank Order List has been certified.

All Rank Order Lists must be certified in the NMS Match System by 11:59 p.m. ET on the Rank Order List deadline (March 1, 2019 for Phase I of the Match and April 3, 2019 for Phase II of the Match).

Browser Requirements

The online NMS Match System is designed to be used with the security and features of modern web browsers.

You must have JavaScript enabled and accept cookies in order for the NMS Match System to function correctly.

  • Recommended Browsers

    We recommend using the most up to date version of one of the following browsers:

    If you log in to the system with a browser that is not in the list above, or with a browser that is significantly out of date, you may experience problems.