Application Service Overview
The Application Service is an online tool that allows applicants to send applications to residencies, and allows residencies to organize and evaluate applications submitted by applicants.
Prior to the release of the Match results, residencies must accept and consider applications submitted by applicants through the Application Service. After the release of the Match results, residencies may accept applications submitted from other sources, such as directly from applicants.
Each application is submitted to a residency. If your residency participates in the MedPhys Match with more than one track, applicants will submit a single application to your residency and indicate which track(s) they are interested in.
All core materials required for residency applications are included in the MedPhys Match application.
The Application Service also has a number of tools that you can use to help organize and manage your applications.
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View Tools Available to Program Directors
- View interested applicants and access their contact information before they submit their application information
- Search and filter applications across a wide set of criteria
- Export applicant information into Excel format, or download all consolidated application PDFs to a zip file
- Define and assign tags to help categorize applications according to criteria important to your program
- Create customized scoring schemes to rate your applications
- Add notes and comments about each application
- Assign statuses to applicants to indicate their progress in your review process
The applicant registration fee of $250 USD allows applicants to apply to and match to residencies that participate in the MedPhys Match. You should instruct any applicants interested in obtaining a position at your program to register for the MedPhys Match.
You must provide applicants with your institution and program's policies related to eligibility requirements for appointment.
Deadlines
Each residency sets its own application deadline. You are encouraged to select a deadline that provides sufficient time to review and evaluate applications.
Please ensure your residency website clearly reflects your application deadline, process, and requirements so applicants have accurate and up-to-date information.
After an application is submitted, only Supplemental Material and reference letters may be updated by the applicant. Applicants may upload or replace a Supplemental Material document at any time up to the Rank Order List deadline. Although applicants must designate reference writers at the time of submission, letters are not required to be received by the application deadline. Applicants may change their designated reference writers up to the Rank Order List deadline, and reference writers may upload or replace letters at any time.
Residencies retain sole discretion to determine whether materials submitted after the application deadline will be reviewed or considered in the selection process.
Programs are notified of updates to submitted applications, including changes to Supplemental Material or reference letters, through the Application Service daily digest email.
All application requirements, including interviews, must be completed early enough to allow submission of your Rank Order List(s) for MedPhys Match no later than March 20, 2026.
Application Contents
The standard application submitted by applicants includes the components listed below. All of the information submitted by an applicant to your residency will be combined into one downloadable PDF file.
You may request that applicants who are granted an interview or are matched to your program provide source documentation directly to your residency, to verify any information in their application.
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Applicant Information
The Applicant Information includes:
- Applicant's name and Match Code
- Contact information, including email, phone(s) and mailing address
- Personal information, including gender, ethnicity, US and Canadian citizenship and work-status
- Education, including undergraduate and medical physics coursework at a minimum
- Employment History (if any)
- ABR Part I and CCPM Certification Status
Note: Applicants will select "Not Registered for Exam" if registration for the ABR Part 1 has not yet opened. Programs should understand this to mean the applicant intends to register in the future. - Disclosure of disciplinary or corrective action
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Personal Statement
Each application will include a Personal Statement uploaded by the applicant. The Personal Statement can be customized for your residency if the applicant chooses to do so.
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CV
Each application will include a CV uploaded by the applicant. The CV can be customized for your residency if the applicant chooses to do so.
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Transcript-CAMPEP Related Coursework
Each application will include an uploaded copy of the applicant's unofficial transcript for medical physics related coursework. The transcript will be unofficial because it is uploaded to the system by the applicant rather than sent directly to your residency from the registrar's office.
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Transcript-Undergraduate
Each application will include an uploaded copy of the applicant's unofficial transcript for undergraduate coursework. The transcript will be unofficial because it is uploaded to the system by the applicant rather than sent directly to your residency from the registrar's office.
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TOEFL (if applicable)
Each application will include an uploaded copy of the applicant's TOEFL score report, if applicable.
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GEPRC Documents (if applicable)
Each application will include an uploaded copy of the applicant's GEPRC documents for any non-accredited medical physics related coursework.
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Letters of Reference
Each application must include two (2) to three (3) reference letters. The applicant may select different reference letters for different residencies, and reference letters may be customized for each residency.
When an applicant requests a letter through the system, the reference writers is notified by email and instructed to upload the letter as a PDF document. It is the responsibility of the applicant to communicate their desired submission timeline directly to their reference writers. Applicants cannot view the contents of submitted letters, but may monitor the status of their reference requests within the NMS Match System.
Applicants may submit applications before reference letters have been received. Residencies will see in their list of applications if designated reference letters are outstanding. Outstanding reference letters may be uploaded or replaced by the reference writer at any time, even after the application deadline.
When a reference letter is uploaded or replaced, the associated application is updated automatically. Residencies are notified of updates to submitted applications through the Application Service daily digest email.
Residencies retain sole discretion to determine whether reference letters received after their stated application deadline will be reviewed or considered in the selection process.
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Supplemental Material (if requested)
If your residency requires additional information as part of its application process, you should clearly describe those requirements on your website or communicate them directly to applicants. Applicants should be instructed to upload the requested information as Supplemental Material.
Applicants may attach one Supplemental Material PDF document to each application. This document may be uploaded, replaced, or updated at any time up to the Rank Order List deadline.
When a Supplemental Material document is added or replaced, the associated application is updated automatically. Residencies are notified of updates to submitted applications through the Application Service daily digest email.
Residencies retain sole discretion to determine whether Supplemental Material submitted after their stated application deadline will be reviewed or considered in the selection process.
If your residency offers multiple programs in the MedPhys Match, the applicant will be able to indicate on the application which program(s) they are interested in.
Access Applications
Applications are accessible online via the NMS Match System. Only programs that are registered for MedPhys Match can receive applications from the Application Service.
The list of applications to your residency will be updated in real-time as applicants select your residency. You will be notified by the Application Service daily digest email when new applications are received.
Application Service User Guide
View instructions for accessing and managing applications in the NMS Match System.
List of Registered Applicants
Residencies participating in the MedPhys Match can log into the NMS Match System to access a List of Registered Applicants. The list shows the name and the Match Code Number assigned to each applicant who is registered to participate in the MedPhys Match. If an applicant chooses to withdraw from the MedPhys Match, you can see their withdrawal status on the List of Registered Applicants.
Log Into the NMS Match SystemOnly applicants who are registered for the MedPhys Match can be included on your Rank Order List. Check that all applicants you intend to rank are included in the List of Registered Applicants. If you wish to rank an applicant who does not appear on the List, contact the applicant and encourage them to register for the MedPhys Match as soon as possible.
