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Applications
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What are the required components of an application?
Required information to submit an application include but are not limited to: contact information submitted as part of your registration, your US and Canadian work status, educational history, employment information, ABR Part I and CCPM status, and disclosure of professional and academic liability information.
Documents that you should expect to upload as part of your application include:
- Personal Statement
- CV
- Transcript for undergraduate coursework
- Transcript for CAMPEP related coursework
- GEPRC document for non-accredited coursework, if applicable
- TOEFL score report, if applicable
Some programs have additional requirements related to their applications. Contact programs directly for information about each program's application procedures, requirements, and any Supplemental Material that may be required.
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I can't find the program where I want to apply.
You can only send applications using the Application Service to programs that are registered for MedPhys Match. Consult the List of Participating Programs or the Program Selection List in the NMS Match System to ensure the program you are interested in is registered for MedPhys Match. If you cannot find a program that you believe is participating in MedPhys Match, contact the Program Director.
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When is the application deadline?
The application deadline for all residencies participating in the matching process is 11:59 p.m. Eastern Time on their chosen application deadline date. After this deadline, applications can no longer be submitted.
Following the release of the matching process results, residencies with available positions will participate in the Post-Match Process. The default Post-Match application deadline is May 15, 2026, though individual residencies may change their deadline or close early at any time.
Submit your applications well before the deadline to allow time to address any unexpected issues.
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Can I change or correct my application after submission?
The only component of your application that you can change after it has been submitted to a residency is your supplemental material document.
If you need to make corrections to a submitted application, follow the instructions below:
- Assemble the new information into a PDF document
- Upload the PDF document to the NMS Match System as Supplemental Material
- Navigate to the submitted application that needs to be updated
- Attach the new Supplemental Material PDF to the application
Note: Each application can have only one Supplemental Material document attached to it. If your submitted application already has Supplemental Material, you will need to create a new document with both the existing Supplemental Material and the required corrections, and update the application with the new document.
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Document Uploads
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How do I create a PDF document?
Most web browsers (e.g., Chrome, Firefox, Edge, etc.) and word processing programs (e.g., Word, Google Docs, Pages, etc.) will allow you to save a document directly to PDF. Alternatively, there are free online tools that you can use or software you can download to generate PDF files. Use a google search to get you pointed in the right direction.
Note: When creating a PDF from a Word Document ensure you choose .pdf as the file format type when saving/creating your document. Simply adding ".pdf" to the end of the document title will not successfully create a PDF.
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How do I remove security features from a PDF document?
If you have a PDF document with security features (e.g., an official exam score), the easiest way to remove them is to open it and "print to PDF". You can open the document in a browser (i.e., Chrome, Safari, Firefox or Microsoft) and choose Print → Save to PDF. Alternatively, you can physically print the PDF and scan it.
There are also some online services that will remove security features for you.
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Why does the system say my uploaded PDF is incompatible?
When you submit an application, the Application Service takes your uploaded documents and merges them together to create a single consolidated file for programs to download.
Some PDFs have special features or characteristics that cannot be seamlessly merged with other PDF documents. If you receive an error stating that your PDF is incompatible, it means your document has some of these special features or characteristics.
This issue can be resolved by converting your document to a different PDF version (e.g., 1.4/Adobe Acrobat 5) or using a tool to "Unlock" or "Remove Security" from the document. There are many free online tools that can do this for you.
Alternatively, you can take a picture of your document and create a PDF from that image.
If you continue to have issues with your document, contact us.
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How do I combine multiple PDF documents into a single document?
Search online for a service or tool that will merge or combine multiple PDF documents into a single document. There are many tools and services available.
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How can I reduce the size of a PDF document?
Search online for a service or tool that will compress or reduce the size of a PDF document. There are many tools and services available.
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References
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Can I see the contents of my reference letters?
No. Reference letters can be viewed by reference writers and residencies, but not by applicants.
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Can I submit my application before my reference letters have been received?
Yes. You can submit your applications before your reference letters are received. When your reference writer uploads their letter, your submitted application will be updated automatically and the residency will be notified that your application has a new reference letter included.
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What do I do if I want to replace one of my reference letters with another (e.g., because the original letter won't be received in time)?
Each application you submit may have 2 to 3 reference letters attached to it. If you have requested more reference letters then needed, you can replace a letter attached to the application with another letter not originally included in the application.
For example, if you have 4 letters and have attached letters #1, #2, and #3 to an application, you can replace letter #2 with letter #4 if necessary.
You can only replace reference letters that have not yet been received. Once a reference letter is received, it is locked to the application and cannot be changed.
For Pending Applications:
- Log In to the NMS Match System
- Select Applications from the menu
- Select the Edit button in the Application Submission section
- Select the Assemble button for the Pending Application that includes the reference letter
- De-select the reference letter that you do not want to include
- Select an alternative reference letter to attach
For Submitted Applications:
- Log In to the NMS Match System
- Select Applications from the menu
- Select the Edit button in the Application Submission section
- Select the View button for the Submitted Application that includes the reference letter
- Select the Edit button next to the reference letter that you want to replace
- In the pop-up window, select the new reference letter that you want to include with the application
- Press Save
The program will be notified that a reference letter has changed.
Apply to Non-Match Programs
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What should I do if I have an offer from a program that is not participating in the MedPhys Match?
You must decide prior to the Rank Order List deadline whether you want to accept the position from the non-Match program, or participate in the MedPhys Match.
If you accept the position from a non-Match program, you must withdraw from the MedPhys Match prior to the Rank Order List deadline. If you participate in the MedPhys Match and are matched to a position, you must accept the matched position. If you refuse to accept the MedPhys Match result, your actions may be reported to the AAPM and penalties may be imposed as outlined in the Applicant Agreement.