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HAMAD MEDICAL CORPORATION

Department of Medical Education


Graduate Medical Education Office (GMEO)

HMC Residency Eligibility, Selection & Matching Process

2016 Intake
Academic Year 2016 - 2017

FREQUENTLY ASKED QUESTIONS (FAQs)

Updated in

September 2015

GME/RES/2016/DC/1/

Check List

HMC Residency Eligibility, Selection,


Matching Process and Admissions
Academic Year 2016-2017
1. How can I complete my Application?
Please read the Guidelines for completing the HMC Residency Matching Program
Application in Annex (A) Page 9
2. Who can apply for HMC Residency Training Programs?
a. All Qatari interns
b. International Medical graduates of medical schools listed on register of the
Foundation for Advancement of International Medical Education and
Research International Medical Education Directory (FAIMER-IMED)
http://www.faimer.org, who graduated in 2011, 2012, 2013, 2014 or 2015 and are
eligible for licensing in their home country or the country of graduation.

c. Applicants MUST have a valid Medical License or are eligible for licensing in their
home country or the country where they currently practice.
3. What is the Internship Training Program?
Internship Training Program is twelve months of clinical rotations in major medical
specialties (e.g. Medicine, Surgery, Pediatrics, Obstetrics and Gynecology) after
graduation from Medical School. The trainees should receive a Certificate of
Completion of Internship at the end of the Internship Program.
Medical Graduates who have done a one-year of postgraduate hospital-based training
in one or more major medical specialties may be considered equivalent to internship
training.
The HMC Department of Medical Education does NOT consider the last year of
Medical School, Externship Rotations, Observership Rotations, and Clinical Attachment
Rotations as Internship Training.
4. How about applicants who have been out of active clinical practice?
HMC will NOT accept applicants who are out of clinical practice for more than one (1)
year.
5. What are the Mandatory exams required for HMC Residency Matching
Programs?
a.

Eligible Applicants MUST provide evidence that they have passed the USMLE
Step 1 and 2 CK or IFOM-BSE and IFOM-CSE.
The minimum requirement for this year is USMLE Step 2 CK or IFOM-CSE.
The IFOM-CSE pass scores should be equivalent to the pass scores of USMLE for
that year (this score changes every year). Priority will be given to those who
have passed both parts of any of the above exams.
These exams are intended to determine an examinees relative areas of
strength and weakness in general areas of clinical science, not to predict clinical
performance.

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-NBME
(http://www.nbme.org/pdf/ifom/IFOM_2012_
CSE_SIG.pdf)
b.

Applicants may register for the USMLE Step 1 and Step 2 CK


or IFOM-BSE and CSE online through the links below:
USMLE STEP 1

http://www.usmle.org/apply/
http://www.usmle.org/step-1/

USMLE STEP 2 CK

http://www.usmle.org/apply/
http://www.usmle.org/step-2-ck/

c.

IFOM-BSE

http://ifombasic.startpractice.com

IFOM-CSE

http://www.nbme.org/ifom/

Eligible Applicants MUST provide evidence that they have passed the English
Language competency exams; IELTS (academic level) or TOEFL
(professional level).

6. Are there acceptable alternative exams for HMC Residency Matching


Programs?
The Canadian Evaluation Exam of the Medical Council of Canada (MCCEE)
and Qualifying Examination of the Medical Council of Canada (MCCQE) Part
1 can be considered for applications to the HMC Residency Matching Programs.
Applicants may register for the MCCEE and the MCCQE Part 1 online through the
links below:
MCCEE

http://mcc.ca/examinations/mccee/

MCCQE Part 1

http://mcc.ca/examinations/mccqe-part-i/

7. Can applicants apply early and forward the exams results after the
closing date?
HMC will NOT accept incomplete applications without the results of passing the
required exams.
Applicants MUST submit a complete application and include copies of the
results of the required exams in one package and send it to the Department of
Medical Education at HMC before the closing date (December 17, 2015).
Applications submitted after the closing date will NOT be accepted or reviewed.

8. What are the minimum scores required for TOEFL or IELTS Exams?

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TOEFL PBT exam minimum passing score


required is 550
TOEFL CBT exam minimum passing score required is 213
TOEFL IBT exam minimum passing score required is 80
(professional level)
IELTS exam minimum passing score required is (7.0) (academic level)
9. What about any other exams (Australian or PLAB) - would they exempt me
from sitting USMLE or IFOM?
HMC will ONLY accept USMLE, IFOM, and Canadian Exams for the HMC Residency
Matching Programs. (Refer to Question 5)
10. Is there any exemption from taking the IELTS or TOEFL?
All Applicants MUST submit evidence of passing the English Language Competency
Exams
(IELTS or TOEFL) as required for HMC Residency Matching Program
Applications.
Living in a country where the English Language or studying at a medical school
where English is the official language will not exempt an applicant from taking the
IELTS or TOEFL.
11. What about the visit visa process for the interviews?
HMC is only responsible for issuing Visit Visa to applicants who will be
shortlisted by the programs and invited for personal interview in Qatar.
However, HMC will not cover or fund any travelling or living expenses for
shortlisted applicants invited for the personal interviews.
For applicants who require HMC to issue OK to Board, they must provide the
Department of Medical Education with the following:
a. Copy of Flight Itinerary
b. Copy of Valid Passport for at least 6 months
c. Copy of Entry-Visa Issued by HMC
12. What about the recruitment process in HMC?

Applicants who will successfully pass the personal interviews and will be
matched in the Programs will receive an Offer of Employment from HMC
Human Resources Department.
Applicants MUST respond to HR within (10) days from the date of
receiving the Offer of Employment. If the applicants do not send
acceptance to HR within (10) days, then the offer of employment will be
cancelled and the post will no longer be available.

Normally, matched candidates will have to wait for period of few weeks to
receive the Offer of Employment and obtain work visa to Qatar.

All matched and accepted applicants should join their respective programs on/or
before July 1, 2017

13. How can I check on the status of my application?


The Medical Education Department will inform the applicant via email once the
complete application is received.
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Once shortlisted by the program for the


personal interview, the candidate will then be
notified by the Medical Education Department
via E-mail.
If the candidate passes the matching personal interview, he/she will be informed
about the final matching result via E-mail, and the candidate may receive the
Offer of Employment from HR Recruitment Section on later dates.
All applicants are discouraged from making phone calls to the Department of
Medical Education to follow on the status of their applications.
14. What are the Residency Programs sponsored by HMC and what is their
duration?
ACGME-I
status

Duration of
Training
Arab Board

1
2
3
4

Internal Medicine
General Surgery
Pediatrics
Obstetrics and Gynecology

Accredited
Accredited
Accredited
Accredited

48
60
48
60

Approved
Resident
Annual
Compliment
50
6
20
5

5
6
7
8
9
10
11

Emergency Medicine
Family Medicine
Diagnostic Radiology
Anesthesia
Otolaryngology
Orthopedics
Urology

Accredited
Accredited
Accredited
Accredited
Accredited
Accredited
Accredited

48
48
48
48
60
60
60

10
13
8
6
2
4
3

12
13
14
15
16

Psychiatry
Ophthalmology
Cardiothoracic Surgery
Community medicine
Neurosurgery

Accredited
Accredited
Non-ACGME-I
Non-ACGME-I
Non-ACGME-I

48
60
72
48
72

6
2
1
3
3

17

Anatomical Pathology

Non-ACGME-I

48

S/N

Program

(months)

15. What is the ACGME-I accreditation? And ACGME-I requirements?


Accreditation Council for Graduate Medical Education International (ACGME-I)
accreditation demonstrates that graduate medical education programs outside the
United States meet established standards for Institutional, Foundational, and
Advanced specialty education. The ACGME-I employs a comprehensive, peer-review
process not only to evaluate, but also to improve and publicly recognize programs and
sponsoring institutions in graduate medical education that meet and often exceed
our standards of educational quality. - ACGME-International (http://www.acgmei.org/Requirements-and-Process-Overview/What-is-Accreditation)
Accreditation is not certification. HMC is NOT currently offering American Board
Certification yet and graduates will sit for Arab Board Certification Exams.
16. What is the Matching Process?
1. All applications are initially reviewed by the Dept of Medical Education for
eligibility criteria. Candidates. Eligible applications will then be forwarded to the
relevant residency program to be reviewed by the programs selection
committee. Applicants who are not shortlisted or do not meet the eligibility
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criteria will be notified by the Dept of


Medical Education via E-mail. Such
decision is final and appeals will not be
considered.
2. Applications of Eligible Candidates will be reviewed by each Residency Program
which the applicant chosen as the First Choice. The program selection
committee may will shortlist suitable candidates for the personal interviews.
Applicants who are rejected by the programs selection committee will be
notified by email and this decision is considered final.
Shortlisted Applicants will be notified via E-mail regarding the details of the
Residency Matching Interviews.
3. Each program will provide the Graduate Medical Education Office with a final list
of matched candidates and a waiting list.
4. Following approval by the DIO (Designated Institutional Official), the results of
the Residency Matching Programs will be announced.
5. Candidates shortlisted in the Waiting List will be called in the event that
selected residents withdraw their applications. .
Program Directors will review the Waiting List applications again and the
Department of Medical Education may contact applicants on the Waiting List if
they get selected by the Program.
17. What is the Letter of Intention (personal statement)?
It is a short letter addressed for EACH PROGRAM expressing the applicants
interest in joining a particular HMC Residency Program. The letter should also
highlight the applicants strengths and experience to showcase his application to
the department he/she has opted to apply to.
18. What is the Letter of Recommendation?
The applicant must enumerate the persons indicated as referees for the applicant.
The applicant must include the full name, official designation, email and other
contact details for each referee whose names appear on the Recommendation
Letters as attached on the Application.
19. What do interviewers focus on?

Interviewers look primarily at communication skills, reasoning, ethics and


professionalism, English language competency, and understanding of the
responsibilities and scope of the specialty of choice.

Applicants should have a strong reason for selecting any residency program as a
first choice (that is applicants best choice).

State that clearly in the letter of intention for each program selected and be
ready to answer why?

The selection decision is entirely an official Program Committee decision and is


not subject to appeal or explanation to the candidate.

Some programs might demand competency in spoken Arabic language like


Psychiatry, Family Medicine, and Community Medicine

Copies of all original documents and one set of the candidates application
documents should be brought to the interviews by the candidate.

20. Can a resident transfer to another program after the match?


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It is not possible or advisable.


Candidate may risk losing his/her post in the
program.
21. What about the residents professional Language
competency TOFEL or IELTS?
The resident is supposed to provide evidence of passing one of these tests
before the closing date and a copy of the scores should be included in the
application package.
The USMLE Step 2 CK component of spoken English does NOT replace IELTS or
TOEFL.
It is advisable for a non-Arabic speaker to take a course in the Arabic language
once they have been matched while waiting to start employment.
22. If a resident is matched to a program, what is the employment process?
The process is entirely done by the Human Resources Department and may
take a few weeks to few months however residents should join the program before
the 1st of July each year. The process includes:

Labor department Approval

Ministry of interior - CEID (Criminal Evidences and Information Department)

Job offer from Human Resources MUST respond within (10) days upon receipt

Candidate Acceptance of the Offer of Employment

Immigration process for Work Visa

Applicants should provide Medical check-up clearance for Hepatitis B & C,


T.B., HIV

Sign a work agreement with HMC Medical Education after the credentialing of
all certificates

23. What about resident salaries and benefits?


Residents will get paid monthly salary as per HMC Human Resources Department.
They will start receiving salary from the date of signing the contract, with annual
increments based on performance evaluation.
Details of salary and benefits will be included in the Residents Terms and Conditions
of Employment which will be attached to a contract of employment.

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All residency programs start on July 1st each year.


HMC is committed to equal opportunities, and the reliability,
fairness, and transparency of the matching process.

APPENDIX (A)

General Guidelines on Completing the Application


A. Applicants MUST complete the Application Forms electronically.
(Handwritten applications WILL NOT BE ACCEPTED)
B. Application forms are available on HMC Website and can be downloaded,
completed and then printed out.
https://www.hamad.qa/EN/Education-and-research/MedicalEducation/Pages/default.aspx
C. After completing the Application Form, the applicant should send one copy with
the attached required documents and keep one copy for their personal
reference.
D. All mandatory required documents should be in English Language and if the
original document is in another language it has to be officially translated into
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English and a copy of the original


document should be attached to the
translated document.
The documents requested with English Language are as
follows:
a.
b.
c.
d.
e.
f.
g.

Medical Degree
Transcript of Records from the Medical School
Internship Certificate
Evidence of Clinical Practice or Postgraduate Training (Certificates)
Deans Report/Letter
Medical License
Recommendation Letter/s

E. After completing the application, the applicant must make sure that all the
required documents are available and attached according to the Check List
Page.
F. Completed applications must be sent by registered mail courier or postal service
(e.g. FedEx, UPS, Aramex, DHL) to this address:
Medical Education Department
Hamad Medical Corporation
P.O. Box 3050
Al Rayyan Rd., Doha
State of Qatar
The candidate is advised to keep the tracking reference number issued by the
registered mail courier or postal service provider to regularly check and verify if
the package was delivered and received by the Medical Education Office.
G. Faxed or E-mailed documents or applications are NOT accepted.

Guidelines on Completing the Application Form


1. Candidate Name
Candidate Name should be ELECTRONICALLY-TYPED IN CAPITAL
LETTERS and should reflect the same name as spelled on the applicants
Passport.
2. Passport Information
Passport should be valid for minimum one year by the end of July 2016
If the Passport will expire before April 2016, the applicant MUST have their
passport renewed.
3. Contact Details
Applicants must provide a valid E-mail address on the Application Form
and CV. The Applicant should check the E-mail address provided regularly
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to follow-up responses from HMC. In


some cases, E-mail providers may
redirect certain e-mails to the
Junk/Spam Folder. It is highly advised that the
applicants should check their
E-mail on a regular
basis including the Junk/Spam Folder. Medical Education is not responsible
if the candidate fails to receive or respond to any communication sent by
the Medical Education Office.
Applicants MUST provide their personal mobile number and their home
phone number. Applicants living outside their home country should
provide a contact number in their current country of residence and a
contact number for their next of kin currently living in their respective
home country.
4. Education and Qualifications
Name of Medical School/ College or Faculty should be
ELECTRONICALLY-TYPED IN CAPITAL LETTERS as shown on the
degree.
i.
ii.

Applicants must provide accurate details for the following:


Date of Joining the Medical College
Date of Graduation from the Medical College
(The Date of Passing the Final Exams, NOT the date of issuing the
degree)

5. Other Academic Qualifications


All qualifications awarded to the applicant MUST be documented
including the Name of Academic Qualification Awarded, the inclusive
dates, awarding date, and country where the academic qualification was
awarded.
6. Internship Training
The applicant MUST write the start date and the completion date of the
internship training program as well as the institution and country where
the internship training program was undertaken.
7. Medical License
The candidate MUST indicate the License Number, Type of License,
Country where the Medical License was issued and the validity of the
license. The Candidate must either be eligible for licensing or was issued a
valid medical license in the country where they currently practice.
8. Language
Applicants must indicate their native language and second language then
accordingly rate their competencies for each.
9. Postgraduate Training or Clinical Practice after completing
Internship
Training
The applicant must state the inclusive dates (from-to) for every period of
post-internship practice or training in chronological order starting from the
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most recent. The applicant MUST


provide reference and support with
evidence (i.e. document from the
hospital or health institution or university).
Undocumented experience will be considered as gap in training or clinical
practice. If there is a gap in clinical practice or training, the applicant is
required to state the duration of the gap including the details regarding
the gap period.
A. Current Clinical Post
The applicant MUST specify the current clinical post held at the time of
completing the application including the Title/Position, Institution/Hospital
name, Country where the institution/hospital is based, Inclusive Dates of
the current clinical post and the Type of Training.
B. Other Clinical Training Post
The applicant MUST specify the clinical post/s held previously including
the Title/Position, Institution/Hospital name, Country where the
institution/hospital is based, Inclusive Dates of the clinical post and the
Type of Training.
10.

Letters of Recommendation

The applicant MUST enumerate the persons indicated as referees for the
applicant. The applicant must include the Full Name, Official Designation,
E-mail and other Contact Details for each referee whose names appear on
the Recommendation Letters as attached with the Application.
A. Deans Letter
The Deans Letter is usually prepared to provide an evaluation and
summary of the medical students achievements across all aspects of
their medical education. The current terminology associated with the
Deans Letter is the Medical Student Performance Evaluation (MSPE).
B. Letter from the Current Supervisor or Program Director
If the candidate is currently working or enrolled in a Residency
Program, he/she is required to submit letter from immediate Supervisor
or Program Director, as relevant, confirming that he/she is currently
working in good standing.
C. Letter from Other Consultants
The candidate is required to submit a letter of recommendation from a
consultant or faculty who he/she worked with closely within the
university or during postgraduate training or experience.
11. Matching Choices
The Applicant must select only two (2) programs as FIRST CHOICE and
SECOND CHOICE.

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3.

HMC will give more weight to the


first choice, and the application will
be screened by the concerned
program. The candidates may not get the opportunity
to be interviewed in the Second Choice Program as it
depends on available posts.
12. Exam Results/Scores - Mandatory Exam Results
The Applicant must indicate his/her exam scores for the mandatory
exams (USMLE Step 1 and Step 2 CK or IFOM-BSE and IFOM-CSE) in
the Application Form and submit copies along with the completed
application.
The minimum requirement for this year is USMLE Step 2 CK or IFOM-CSE

(Question 5)
If the candidate is matched for a program, he/she is required to request
IFOM or ECFMG centers to send a copy of the candidates exam results
directly to Medical Education Department.
Matched Candidates holding exam results for USMLE-Step 2 CK should
complete ECFMG Request Form 172 for verification report to the mailing
address below:
Dr. Abdullatif Al Khal
Director, Medical Education
Medical Education Department
Hamad Medical Corporation
Al Rayyan P.O. Box 3050
Doha, Qatar
Matched Candidates holding exam results for IFOM-CSE are required to
provide the Medical Education with their Username and Password through
the NBME website. Medical Education will download the result from the
website for verification.

English Language Competency Test Scores


The Applicant must indicate his/her exam scores for the English Language
Competency Exams (IELTS or TOEFL) in the Application Form and submit
copies of the exam results along with the completed application.
Original Copies of the English Language Competency Exam Scores should
be forwarded by the exam centers to the HMC Medical Education
Department once the eligible candidate gets shortlisted for the personal
interviews.
Additional Information
The Applicant may indicate any other information related to their
application into the Residency Matching Programs. Any additional
information, including certifications, merits should be submitted with
verifiable evidence.

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The Applicant must make sure that


all copies of the documents provided
are true copies of the originals.

Any information provided in the Applicants CV should be accompanied


with an official document as verification (from hospital officials, Chairs,
Program Directors, Deans or university officials) including the applicants
current post, previous rotations or training period, internship.

The Medical Education Department performs primary source verification


(credentialing) for all documents provided by the Resident through (Data
Flow Company).

Providing any false documents will be discovered and this may subject
the candidate to legal consequences and dismissal from the program.

APPENDIX (B)

Guidelines on Formatting Your CV


I.

Personal Information
a. Name
i. Name should reflect the same spelling as indicated on the Candidates
Passport
b. Gender
c. Civil Status
d. Nationality
e. Date of Birth
f.

Passport
i. Include Passport Number and Date of Validity

II.

Contact Information

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a. Candidate
i. Home Phone Number, Mobile
Phone Number, Fax Number
ii. E-Mail Address
iii. Postal Address

b. Next of Kin (in case of emergency)


i. Home Phone Number, Mobile Phone Number, Fax Number
ii. E-Mail Address
iii. Postal Address

III.

Education and Qualifications


a. Undergraduate Degree
i. Name of Institution
ii. Degree Awarded
iii. Date Awarded

b. Internship Training
i. Hospital
ii. Country
iii. Period of Internship Training

c. Postgraduate Qualification/s (MA, PhD, MSc)


i. Qualification Awarded
ii. Date Awarded
iii. Institution

d. Other Qualifications and Certifications


i. Qualification/ Certification
ii. Date Awarded/ Certified
iii. Name of Certifying Body

e. Medical License
i. Medical License Number and Type
ii. Issuing Country
iii. Validity Dates

IV.

Exam Scores
a. Mandatory Exams
i.

USMLE Step 1 and 2 CK or IFOM-BSE and CSE

b. Other Exam Scores


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i. (e.g. USMLE 2 CS, 3)


c. English Competency Exams
i. IELTS (Academic Level ) Minimum Score (7.0)
ii. TOEFL
1. IBT (Professional Level) Minimum Score (80)
2. CBT Minimum Score (213)
3. PBT Minimum Score (550)

V.

Clinical Practice or Postgraduate Training


a. Current Clinical Post
b. Previous Clinical Practice or Postgraduate Training
i. Gaps in Clinical Practice must be clearly indicated including the dates

VI.

Scholarly Activities
a. Research and other Publications
b. Courses and Workshops Attended

VII.

Interest and Extra-curricular Activities


i. Personal Interests
ii. Hobbies
iii. Social Club Memberships
iv. Volunteer work and Community Service

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