Account User Guide for Programs

System Access

• Log Into the NMS Match System

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

  To log into the NMS Match System you will need to enter both the email address and password that were previously set up in the system (e.g., when you registered your residency site for the Match).

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

• Forgot Password?

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

  

• Update Account Information

  In the Account section, you can change your access credentials (email, password, and security questions) and add an additional user to your residency. If you have more than one role in the system (e.g., you are the Program Coordinator for more than one residency or are both a Program Coordinator and reference writer), any changes you make to your access credentials will apply to all of your roles. Ensure your email address is correct, as your residency site's ORMatch results and other correspondence pertaining to the ORMatch will be sent to that email address.

  Program Coordinators can also update and manage secondary users for the program from the Account page.

• New/Changed Program Coordinator

  If there is a change in Program Coordinator, the following information should be updated for the Program Coordinator role on the Account Page of the NMS Match System:

  • Program Coordinator name, email address, password, security questions

  You should also check the Profile page and update other residency contact information, like phone, fax, and mailing address if necessary

  If possible, the former Program Coordinator should update the system to make you the Program Coordinator. They should log into the system, go to the Account page, update the Program Coordinator name, enter your email address, and provide a temporary password for you. You can then log in with your email address and the temporary password, and update your password and the rest of the information on the Account and Profile pages as required.

  If the former Program Coordinator is not available and you do not have access to the login credentials created by the former Program Coordinator, you must send a signed request to NMS, on the residency's letterhead, providing your email address and requesting that NMS update the login information for your residency. The letter can be sent to ormatch@natmatch.com.

• Add/Manage Secondary Users

  Program Coordinators can add and remove new secondary users who will have access to their residency in the NMS Match System.

  Add Users:

  • Select the Account option from the NMS Match System menu
  • Select the Manage Users button in the Users section of the Account page
    
    
    
    
  • Select the Add New User button.
    
    
    
    

  • Provide the user's name, phone number, email address, and select a permissions level.

    Permissions are assigned at the residency level. Users will have the same permissions for all programs offered by your residency. The following permission level is:

  • Limited Permissions: A Limited Permissions user can view, manage, and change all residency and program information, including the number of positions offered and rank order lists, but they are not allowed to create or manage other users. They will also be copied on relevant automated emails (e.g., confirmations, reminders, etc.) sent to the Program Coordinator from the NMS Match System.
  • Select the Add button. This will automatically send an email to the user prompting them to create their own unique login credentials for the NMS Match System. If the user already has an account in the NMS Match System, your residency will be added to their list of options when they log into their account.

  
  

  Remove User:

  If you remove a user, they will no longer have access to your residency and will no longer receive any communications about your residency from the NMS Match System.

  • Select the Account option from the NMS Match System menu.
  • Select the Manage Users button in the Users section of the Account page.
    
    
    
    
  • Select the X located next to the user's name from the list of users for your residency.
  • Confirm that you want to remove the user by selecting OK.

Manage your Program(s)

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

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

• 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 program without having to log out of the system.

  

  
  

• Change the Number of Positions Offered by a Program

  You should ensure that the number of positions to be filled in the Match is correct for each program. All positions at your residency site that start service between April 1 and December 31, 2025 must be offered in the Match.

  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, February 25, 2025.

• Participation Status - Withdraw or Reinstate a Program

  The Status section shows the program's participation status in the Match. All registered programs that intend to offer positions in 2025 should have a status of Active.

  The status of a program can be changed in the NMS Match System until the Rank Order List deadline.

  If the program is no longer offering positions in 2025, it should withdraw from the Match. If you have withdrawn a program but now want that program to participate in the Match or offer positions in the Post-Match Process, you can reinstate that program prior to the Rank Order List deadline.

  • Read about the implications of withdrawing

  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.

  • Read instructions and implications of certifying a list with no ranks

  
  

  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.
  • If you want to prevent applicants from applying to your program, you must go to Application Settings and set your application deadline to a date in the past.

  

  
  

  Reinstate a 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.

• Add a New Program to Your Residency Site
  • Select the Account option from the NMS Match System menu.
  • Use the Add New Program button to add an additional program to your residency site.
  • Select the number of positions to be filled in 2025 and edit the description of the new program.
  • The description of the new program must begin with the Category Title of the program and may have up to two additional Emphasis Areas. Each program type should be separated by forward slashes (e.g., Primary Care Optometry/Geriatric/Glaucoma).
  • The description of the new program must be unique and clearly distinguish that program from any other program offered by your residency site. You may also need to modify the description(s) of the previously existing program(s) offered by your residency to ensure the program descriptions clearly identify each program.
  • The Program Code Number will be assigned to the new program automatically by the system.

  You can add a program to your residency site in the NMS Match System until February 10, 2025. If you wish to add a program after this date, you will need to contact NMS.

• Update Residency and/or Program Information

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

  To update your Profile information:

  • Select the Profile option from the NMS Match System menu.
  • Select the Edit button next to the information you want to change.
  • Update your 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 site has more than one program in the Match, any changes you make to the Residency Site Information for one program will be made automatically for all programs at the residency site. You cannot have different contact information for different programs within your residency site.

• Access Your Applications

  To access the applications submitted to your residency, log into the NMS Match System and select the Your Applications option from the menu. That will display the list of applicants to your residency.

  When an applicant adds your residency to their list of pending applications, you are provided with their name and contact information. When an applicant submits an application to your residency, the applicant's full application information is available immediately for download. The NMS Match System has tools to help you organize and review the applications submitted to your residency.

  • Read more about downloading and reviewing applications