POLAR Data Tool
Population Level Analysis and Reporting (POLAR) is a practice intelligence tool for GPs, Practice Managers, Practice Nurses and practice staff. POLAR uses data extraction software to populate a suite of interactive reports that can be used for quality improvement activities, business management and measuring care quality. Western Victoria Primary Health Network (WVPHN) subsidises licences for POLAR to general practices and bush nursing centres in our region.
POLAR NEWS
Introducing the Puffin tool for GP in Aged Care Incentive reporting
WVPHN has worked with Outcome Health to build a GP in Aged Care Incentive (GPACI) reporting tool in POLAR. Named Puffin, the tool enables practices and GPs to flag patients registered for GPACI, and track required services required to attain the GPACI incentive. If you have POLAR, you will have this report included at no cost. Avoid the excel spreadsheets, and missing incentives. Find out more about Puffin.
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About POLAR
POLAR is a suite of web-based intelligence tools providing reports for practices.
Examples of how practices have used POLAR include:
- Identifying patients at high risk of hospitalisation
- Identifying patients at high risk of cardiovascular disease or diabetes
- Identifying which accreditation quality measures are in need of addressing
- Identifying patients eligible and due for a care plan
- Reviewing quality care such as patients with diabetes needing an Hba1c test, or due for certain vaccinations.
POLAR also allows for the sharing of deidentified data with WVPHN as part of PIPQI compliance. WVPHN uses deidentified data for:
- health service planning
- identifying gaps and needs and high-risk health problems across the region and
- evaluating project work or evaluating commissioned services.
POLAR Tools
Husky
An appointment book optimisation tool that highlights eligibility and other desired reminders within the appointment book view.
Walrus
The point of care tool that shows pop up notifications with suggested activities for the patient file that is open.
Puffin
The report within POLAR to support the tracking of GP in Aged Care Incentive program requirements. The report includes Covid and flu vaccine status, eligible item numbers and care planning requirements to ensure you maximise your participation, and drive quality care for your aged care home patients. See also:
- Puffin: Intro Flyer - February 2026 (pdf 200 KB)
- Puffin: How to Flyer - February 2026 (pdf 370 KB)
Getting started with POLAR
If you are a General Practice in western Victoria and use Best Practice, Medical Director or ZedMed, you can access POLAR for free through WVPHN.
As POLAR is the WVPHN preferred choice of data extraction tool, your practice will be supported through:
- a licence subsidised by WVPHN
- training and education support from POLAR and WVPHN
- tailored practice facilitation support
- seamless sharing of deidentified data for compliance to PIP QI.
The practice’s authorised signatory (the person who can make financial decisions for the business, usually an owner or a business manager) needs to sign a data sharing agreement and return to WVPHN for signing.
Once the agreement is fully signed, we can arrange a time to install POLAR virtually which can take five to 15 minutes.
Benefits of POLAR
- POLAR requires a sinngle remote installation at the clinic to be available on any computer in the clinic.
- POLAR includes planning reports, for example, MBS opportunities and tracking
- Training and support are readily available for all practices using POLAR
- Effectively and efficiently view your PIPQI data
- Improve preventative health and outcomes by identifying patients who are eligible for chronic condition management plans, health assessments, immunisations, cancer screening and more.
- Improve data quality and increase data driven decision making in your practice
- Regular online user forums to learn new tips and tricks and provide feedback on future developments.
How to manage access and user accounts
Your clinic's POLAR account has a nominated POLAR Admin user who works at the practice. This person can create, edit and delete user accounts and manage permissions and access. If you are unsure who your POLAR Admin user is, please email digitalhealth@westvicphn.com.au
To keep your practice data safe, POLAR access requires multifactor authentication. Therefore, a POLAR account requires you use an individual work email address and have a mobile number you have access to in order to verify logins. Please note this mobile number will not be used for contacting by WVPHN or Outcome Health.
Data Security and Consent
Only de-identified and encrypted data is stored outside your practice or shared with WVPHN. All patient data is stored in Outcome Health’s national data warehouse and securely hosted on local, fault-tolerant servers that undergo regular enterprise level security audits. Access to identified POLAR data within your clinic requires a login account and multifactor authentication.
Patients have the right to opt out of having their deidentified data shared with WVPHN and others. Please ensure you include consent on your new patient registration form (much like you would for receiving reminders from the clinic) and ensure you display the below poster in your waiting room and through your online presence.
- POLAR patient opt out waiting room poster (PDF 2MB)
- Instructions on how to opt out a patient from POLAR flyer (PDF 521KB)
Training and Resources
WVPHN has developed the following resources to help you use POLAR for patient support and business management in your practice. For further education videos and information sheets, see the library in your POLAR account.
Support
If you have any questions or would like to arrange a POLAR training session, please contact your Primary Care Engagement Officer (PCEO).
e. qi@westvicphn.com.au
t. 1300 176 271
To request a visit from your PCEO, complete the form on our Primary Care Engagement Officer Visits page.