FAQs: For more information on how to enter

1. GENERAL QUESTIONS FOR ENTRIES

1.1 What types of hospitals are allowed to participate?

All hospitals located in Asia can participate. Small and big hospitals have equal chances of winning because the awards are for the success of projects, programs or services that were implemented during the award period and not for the overall excellence of the hospital. In this sense, public and private hospitals also have equal chances of winning.
Participating hospitals must be from the Asia-Pacific region. Hospitals of non-Asian origin are also eligible as long as the entry is from and for their Hospital in Asia.

1.2 How can a hospital enter?

The entry procedure is ONLINE only. An entry to the Asian Hospital Management Awards will only be valid if an ONLINE Entry is submitted. Please answer the questions for each category using the maximum word allocations indicated in the online form. The online entry forms will be available by March 31, 2013. Supporting materials MUST be in English or, if they are in another language, a certified translation must be provided. You may attach up to 5 supporting materials to your online entry form. Deadline for entries is on July 5, 2013

1.3 If a hospital is operating in different countries in Asia and the project is implemented all over Asia, under what country should we enter?

The entry should be submitted either by the country that deserves the credit the most or where it was first implemented. This would be the country the Awards Secretariat will liaise with. In other words, it is up to you to decide.

1.4 Are we eligible to enter if our hospital is based outside Asia, but have branches in Asia?

Yes, as long as the project or program is implemented in Asia and by a branch or subsidiary duly incorporated in Asia.

1.5 Can one project or program be entered in more than one category?

Yes, this can be done if it applies to more than one category.

1.6 Re-entering previously-entered projects

1.6.1 Can a project submitted previously that won, but is still being implemented, be entered again?

No, a project that previously won (winner) cannot be entered again. However, a project that won a runner-up/excellence award can be entered again as long as the project is significantly enhanced in the period specified in the awards literature and there is proof of it being so. The judges will compare what was submitted before with the “enhancements” at this time to make sure there is substantially good reason for it to be re-entered.

1.6.2 Can a project submitted previously that did not win, but is still being implemented or enhanced, be entered again?

Yes, as long as the project was significantly enhanced in the period specified in the awards literature and there is proof of it being so. The judges will compare what was submitted before with the “enhancements” at this time to make sure there is substantially good reason for it to be re-entered.


2. SUBMITTING YOUR ENTRIES

2.1 How many entries can a hospital submit?

A hospital can submit as many entries as it wants to either in the same category or in different categories.

2.2 Can we submit a project that has been “on-going” for many years now?

Yes, a project which is running for years can be submitted as long as it was significantly enhanced in the period specified in this year’s awards materials.

2.3 What and how many supporting materials can be submitted?

First it is necessary and essential that all important supporting documents or sections thereof are submitted. You may submit press reports, awards won, commendations received, comments and testimonials from stakeholders, measurable results achieved or anything to convince the judges that your entry meets the criteria best. Supporting materials MUST be in English or, if they are in another language, a certified translation must be provided. You may send up to 5 attachments of any other supporting material together with your online entry form. Attached files must be no larger than 1.5MB each. Documents must be in .pdf or .doc (word) format, images must be in .gif or .jpg format, videos must be in .wmv or .avi format. No exceptions.

2.4 Can we submit only the summary and no supporting materials?

Yes, you can submit just the summary and no supporting materials, BUT the chances of you winning or even being recognized is minimal, if at all. We need supporting materials.

2.5 When is the deadline for submission of entries?

Deadline for submission of entries is on Friday, July 5, 2013.

2.6 Will the deadline be extended?

As a general rule, and except in special exigencies, we do not extend the deadline.

2.7 We just found out about the Awards and wish to enter, but the deadline is too close (or has expired). Can you give us more time?

We regret to say that we cannot delay the deadline. As a general rule, and except in special exigencies, we do not extend the deadline.

2.8 Is there a fee for entering?

There is an entry fee of US$100 for the first entry from a hospital and $50 for each succeeding entry. However, hospitals will get ONE FREE ENTRY for every delegate they send – provided the delegate is registered prior to or at the same time as the award is entered. Since many hospitals send three to five delegates, and likewise enter in a few categories, they will not need to pay anything extra. Likewise, those hospitals who send 10 or more delegates tend to also enter in many categories. They too will not need to pay any extra. (Please refer to the payment table at the last page of the Entry Form.) Should your hospital win, we request that the CEO (or at the very least, a very senior executive), make every effort to come to the Awards Night to accept the Award(s).


3. SEARCH AND SELECTION PROCESS

3.1 Who are the judges? How will they judge? Or how do they pick the winners and excellence awardees?

Judges are volunteers and very senior executives from the pool of partners and speakers of HMA. They are formed into panels of three to four per category. They evaluate, discuss, look at the supporting materials, and ask for additional information if needed, then make their selections.

The judges are guided (but not bound) by the score card which is not intended to be used as a mathematical tool, but only to help the panelists have a starting basis for evaluating.

Their final selections go to the conference committee which has final authority. The conference committee may seek a dialogue with any panel if it feels it is necessary to clarify or to discuss the panel selections, prior to making a final decision. It is only in rare cases, however, that the decision of the panel will be overturned.

In the end, the successful hospitals (winners and excellence awardees) are those who in the OPINION of the judges, best fit the category criteria. Note that if there are no exceptional entries submitted in a category, the Board of Judges is not committed to give an award. Conversely, if there are two projects in the same category that are equally excellent, an award may be given to both projects as joint winners.

3.2 When is the announcement of results?

You will be notified through email by last week of July, 2013 whether or not your entry(ies) won the award.

3.3 How are winners announced? Or is there an awards night?

The presentation ceremonies will take place during the Gala Dinner and Awards Night of the eleventh annual Hospital Management Asia (HMA) 2013, on September 13 (Friday), 2013 in Bangkok.

3.4 How many winners will there be for each category?

There is usually one winner, called “WINNER - GOLD AWARD”. There are one to three excellence awards which we will call: “WINNER - EXCELLENCE AWARD. However, if there are two projects in the same category that are equally excellent, an award may be given to both projects as joint winners. Again, if there are no exceptional projects submitted in a category, the Board of Judges is not committed to give an award.


4. OTHERS

4.1 Who are last year’s winners?

Please visit the website, and click here for a full list of winners from 2012.

4.2 Our hospital is small – can it still win an award?

The awards program does not favor large or small hospitals and all hospitals have equal chances to win. It depends on how well the project or program meets the criteria and not the size of the submitting hospital. In other words, the winning project or program, regardless of size, is simply one which in the opinion of the judges, best meets the criteria for each category.

4.3 What are the chances we can win?

All hospitals have equal chances to win. The winning hospital is simply one which, in the opinion of the judges, best meets the criteria for each category. The organizers will not venture an opinion since it is left to the judging panels.

4.4 Can a hospital sponsor the conference and still be able to enter?

Yes. All hospitals have equal chances to win. The judges are very independent and there is no way sponsorship can even remotely influence the outcome.

4.5 Is there any other information about the criteria the judges use?

Yes. A Scorecard is being used by the judges in the evaluation of entries. You may check the Scorecard for Rating Entries here.

4.6 What is a poster display?
Awards Finalists will be asked to display their project’s poster during the conference, in a space provided by the organizers. The poster display aims to provide a venue for the finalists to showcase their award-winning projects, thereby giving them the chance to discuss their winning projects and programs with the other participants of the conference.

4.7 What is the difference between a winner and an Excellence award?

A winner is a successful hospital who, in the opinion of the judges, best fits the category. Thus, the winner gets the highest recognition from the judging committee. On the other hand, an Excellence awardee is also meritorious but just did not get the judges’ nod -- a very close runner-up to the winner.