Application Service User Guide

Access

After you log into the NMS Match System for a residency, you can access your applications from the Your Applications option from the menu, or by pressing the Review button in the Applications section of the Dashboard.

Your Applications

• 1. Application Settings

  You can edit the following information on the Application Settings page:

  

  
  

  • Application Deadline
    

    The default application deadline for all residencies participating in the Post-Match Process is May 15, 2026. Residencies may change this deadline at their discretion and are not obligated to keep positions open until that date. Residencies may also close their applications at any time, however the system will close for Post-Match applications on May 31, 2026.

    To close your residency to applications, set the application deadline to a past date. To reopen, set it to a future date.

    If you remove all of your positions from the Post-Match Process, your residency will be closed for applications automatically.

  • Tags
    

    Tags can be used to help categorize applications according to criteria important to your residency. Tags are defined and customized by each residency. You can define whatever tags are appropriate for your residency, and you can assign multiple tags to an application. Tag names are limited to 25 characters.

  • Rating Categories
    

    Rating Categories can be used to help you score and evaluate applications according to criteria important to your residency. Rating Categories are defined and customized by each residency. Rating Category names are limited to 50 characters.

    When you rate an application, each category can be given a score from 1-10. The system will calculate the average (mean) score across all categories for each application you review.

    Note: Tags and Rating Categories are only visible to residency users. Applicants do not have access to your tags or ratings.

  • Notifications
    

    By default, your residency will receive a daily digest email that provides a summary of all changes that have occurred to your applications in the last 24 hours - including new pending applicants, new application submissions, uploaded or changed supplemental material documents, new reference letters received, and updated reference letter designations. The email is sent once per day only if changes have occurred. If you have set up any secondary users for your residency, they will receive a copy of the email as well.

    If you want to stop receiving the daily digest email, choose Off.

• 2. Filters

  You can filter the list of applicants that have applied to your residency on any combination of the following criteria:

  • Applicant Name
    

    Enter a name (first, last, and/or middle), or part of a name.

  • Applied to Program
    

    If your residency offers more than one program in the Match, applicants can identify on their application which of your programs they are interested in. You can filter by the program(s) chosen by the applicant.

  • Received After Date
    

    Find applications submitted after a particular date. This can be helpful if you want to search for new applications.

  • Submission Status
    

    Select applications that are PENDING or SUBMITTED.

    An application is PENDING if the applicant has selected your residency in the Application Service but has not yet submitted their application information to your residency. You have access to the contact information for PENDING applications so you can reach out to the applicant with more information, if desired. Applicants who add your residency as a pending application may remove your residency at a later date.

    A SUBMITTED application is a formal application to your residency that contains all application material submitted by the applicant. Submitted applications cannot be withdrawn by the applicant. The only content in a submitted application that can change is the Supplemental Material, and reference letters. You will be notified by email of any changes to a submitted application.

  • Review Status
    

    Select one of five review statuses (Reviewed, Rejected, Selected for Interview, Interviewed, Will be Ranked) that you have assigned to the application. Applicants cannot see the Review Status assigned to their application.

• 3. List of Applications

  The List of Applications shows all applicants who have selected your residency in the Application Service. If your residency offers more than one program in the Match, all applicants to any of your programs are included in the list.

  The list of displayed applications can be sorted by clicking on a column heading in the display.

  Applications can be PENDING or SUBMITTED. An application is PENDING if the applicant has selected your residency in the Application Service but has not yet submitted their application information to your residency. You have access to the contact information for PENDING applications so you can reach out to the applicant with more information, if desired. Applicants who add your residency as a pending application may remove your residency at a later date and not submit a complete application to your residency.

  A SUBMITTED application is a formal application to your residency. Submitted applications have the date of submission listed in the Submitted column. A submitted application contains all application material submitted by the applicant. Submitted applications cannot be withdrawn by the applicant. The only content in a submitted application that can change is the Supplemental Material, and reference letters. You will be notified by email of any changes to a submitted application.

  As the reference letters for an application are uploaded to the system by reference writers, the application's Reference Status will be updated. You will be notified by email when a reference letter has been uploaded or modified for one of your submitted applications.

• 4. View Individual Applications

  You can access an individual application by selecting the link attached to the applicant's name.

  

  • For a PENDING application, you only have access to the applicant's contact information.
  • For a SUBMITTED application, you have access to the full contents of the application, excluding any references that have not yet been submitted. The complete application content can be viewed or downloaded as a single PDF document.
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  • You can assign tags to help organize and categorize your applications. Application tags are customized by each residency and are defined in the Application Settings section.
  • You can assign a review status to the application to help keep track of your progress in the evaluation process. The review status can be set to one of five values - Reviewed, Rejected, Selected for Interview, Interviewed, Will be Ranked.

  • You can rate the application according to Rating Categories that are customized by each program, as defined in the Application Settings section. When you rate an application, you can assign a score from 1-10 for each category. The system will calculate the average (mean) score across all categories for each application.

    
    
    

    You can also enter a comment about the application on the Edit Rating page. Comments are limited to 500 characters.

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  Note: Tags, ratings, and comments are only visible to residency users. Applicants do not have access to your tags, ratings, or comments.

• 5. Assign Tags

  You can assign one or more tags to categorize your applications.

  Tags are defined on the Application Settings page and can be customized by each residency. To assign a tag, select the applications to which you would like tag(s) assigned, select the Assign Tags link, select the tags, and press save. Tags can also be assigned when viewing an individual application.

  

  
  

  Note: Tags are only visible to residency users. Applicants do not have access to your tags.

• 6. Assign Review Status

  You can assign a review status to the application to help keep track of your progress in the evaluation process. You can also import applicants into your Rank Order List based on their assigned review status.

  The review status can be set to one of five values - Reviewed, Rejected, Selected for Interview, Interviewed, Will be Ranked.

  To assign a Review Status, select the applications to which you would like Review Status assigned, select the Assign Review Status link, select the Review Status, and press save. You can also assign a Review Status when viewing an individual application.

  If you set the Review Status of an applicant to Selected for Interview, they will be added to your list of Interview Candidates in the interview scheduling module.

  

  
  

  Note: Review statuses are only visible to residency users. Applicants do not have access to your review statuses.

• 7. Send Email

  The NMS Match System provides a convenient way to email applicants individually or in bulk. The emails will be sent through your default email client (e.g. Microsoft Outlook). The emails are not tracked or stored in the NMS Match System.

  1. Select the applicants you want to email using the checkbox next to the applicant's name.
  2. Select the "Send Email" link.
  3. Your default email client (e.g. Microsoft Outlook) will open with your email address in the "To:" field and the applicant email address(es) in the "Bcc:" field. You can then compose and send the email in your usual way.

  
  

  If your default email client does not open when you select the "Send Email" Link, you may need to set up a default email client on your computer. Some helpful instructions are provided below, but contact your IT group if you need further assistance.

  • Mac: Change the default web browser or email app
  • Windows: Make Outlook the default program for email
  • Chrome: Make Gmail your default email program
  • Firefox: Change the program used to open email links

• 8. Advanced Search

  Advanced Search allows you to filter your applications on more detailed application characteristics. The available data for Advanced Search filtering is based on the application information submitted by applicants (e.g., ABR Part I Status, CCPM Certificate Status, Citizenship and Work Status, etc.).

  Once you use the Advanced Search, you will have to either Clear and Filter the list in order to view all of your applications again, or simply reload the page.

• 9. Export

  The Export function allows you to export the information submitted in your applications. The export will create two links. One is a zip file of all PDF applications submitted to your residency. The second is a CSV file that includes all applicant information but excludes uploaded documents (e.g., CVs, personal statements, transcripts, references, etc.), which can be opened in Excel or other spreadsheet software.

  If an applicant has applied to more than one track at your residency, the CSV fill will have one record in the file for each track to which the applicant has applied.

  The fields available in the CSV file include:

  • Applicant's Match Code Number
  • Program Code and Description
  • Personal and Contact Information
  • Citizenship and work status
  • Employment History

  • Education
  • ABR Part I Status
  • CCPM Certificate Status
  • Academic and Professional Liability Disclosure

  The application export is a data intensive function that takes time to complete. Please be patient while waiting for the export file to be generated.