NMS Match System Guide for Programs

The 2019 MedPhys Match


Log In

  • Access the Online 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 enter both the e-mail address and password that you previously set up in the system (e.g., when the residency registered for the MedPhys Match).

  • Residencies with Multiple Programs/Tracks

    If you have more than one program/track registered in the MedPhys Match, you will be presented with a list of the programs after you log in to the system. You must select a program from the list in order to reach the Dashboard page for the program.

  • New/Changed Program Director

    If you are a new Program Director and do not have access to the login information 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 program. The letter can be sent to medphys@natmatch.com.

  • Forgot Password?

    If you do not recall your password, please use the Forgot Password? link available on the NMS Match System login page and follow the instructions to reset your password.

    forgot password


Dashboard

After you log in to the NMS Match System for a program, you are presented with a Dashboard. The Dashboard shows information describing your program's participation in the MedPhys Match.

  • Switch to the Dashboard of Another Program

    If you have more than one program registered for the MedPhys Match, you can use the Switch button at the top of the Dashboard to access the Dashboard of your other program(s) 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 MedPhys Match. All registered programs that intend to offer positions in the MedPhys Match should have a status of Active.

    If the program is no longer offering positions that start between June 1, 2019 and December 31, 2019, it should withdraw from the MedPhys Match prior to the Rank Order List deadline. If you have withdrawn a program but now want that program to participate in the MedPhys Match or offer positions in the Post-Match Process, you can reinstate that program prior to the Rank Order List deadline.

    To withdraw a Program:

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

    To reinstate a Program:

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

    If your program has positions available but no acceptable applicants to rank, you should certify a Rank Order List with no ranks rather than withdraw the program.

  • Positions

    You should ensure that the number of positions to be filled in the MedPhys Match is correct for each program. Programs must offer in the MedPhys Match all positions that start training between June 1, 2019 and December 31, 2019.

    To change the number of positions:

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

    The number of positions offered can be changed in the NMS Match System until the Rank Order List deadline.

  • 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 MedPhys 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 can change your e-mail, password and security questions in the Account section, which is accessed by selecting the appropriate option from the menu. You can also add a new program to your residency in this section.

Ensure your e-mail address is correct as all communications pertaining to the MedPhys Match, including your residency's MedPhys 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
    • Use the Add New Program button in the Account section to add an additional program to your residency.
    • Select the number of positions to be filled 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 Number will be assigned to the new program automatically by the system.

    You can add a program to your residency until March 5, 2019. If you wish to add a program after this date, you will need to contact NMS.


Profile

The Profile section shows the program Code Number and description, as well as residency information (Residency Display Name, Program Director name, CAMPEP accreditation status, mailing address, e-mail, telephone number and fax number).

  • Change Profile Information

    You may edit most of the information in the Profile section until the Rank Order List deadline. However, you cannot change the residency Display Name or the program description once the NMS Match System is open for the entry of rankings.

    • Select the Edit button next to the information you want to change.
    • Update 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.

    If your residency has more than one program in the MedPhys 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

System Opens For Rankings March 5, 2019
Rank Order List Deadline March 22, 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.

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 MedPhys Match, you must enter and certify a separate Rank Order List for each program.

  • Add 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 MedPhys 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 MedPhys Match. If the applicant remains withdrawn, that ranking will not be used in the MedPhys Match, and the Rank Order List will be processed as if you had not ranked the withdrawn applicant.

    • Select the applicant you want to rank from the search results. Since the MedPhys Match processing is based on Code Numbers, 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 next 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. Select the rank number where you want the applicant to be ranked.

    • Reorder Rank Order List
  • Import the Rankings From a File

    Most programs should enter their rankings using the web-based search and add interface on the Rankings page. However, if you have a very long list of applicants to rank (e.g., more than 25) 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 MedPhys Match Code Numbers of the applicants to be ranked. Review the instructions found at the link below to read more on how to import a file of your rankings.

  • 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.

    print rank order list

    You will also be able to view and print your Rank Order List(s) until 4 days after the MedPhys Match Results are released.


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.

  • 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.


Certify the 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 MedPhys Match. You must certify the Rank Order List in order for it to be used in the MedPhys 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 certify the list again before the Rank Order List deadline in order for it to be used in the MedPhys 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.

  • Certify Your Rank Order List
    • Press Submit for Certification (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:

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

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

    • 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 by 11:59 p.m. ET on the Rank Order List deadline March 22, 2019. You will not be able to certify your Rank Order List in the NMS Match System after the Rank Order List deadline.


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 login 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.