Central and Eastern Sydney Primary (CESPHN) is transitioning from Pen CS (CAT4) to Outcome Health (POLAR) for its funded general practice clinical audit tool

Central and Eastern Sydney PHN will be transitioning from PenCS’ CAT4 to Outcome Health’s POLAR GP data extraction tool over the next 2 months.

After a comprehensive review of our data collection pathways POLAR (Population Level Analysis and Reporting) was selected to ensure general practices can more efficiently share data for the PIP QI incentive and better meet quality improvement goals. 

What is POLAR? 

POLAR is a widely used web-based business intelligence tool for general practice. This tool extracts data from your practice software to help practices deliver better patient-centred care through meaningful data insights. [Learn more about the benefits of POLAR and POLAR Data Privacy and Security] 

Why the change? 

POLAR offers a modern, user friendly interface and advanced tools for data analysis and reporting that is better able to meet the needs of general practice. 

Cost: POLAR will be 100% subsidised by CESPHN, with no direct or ongoing costs to practices. CESPHN and Outcome Health will work closely with you to ensure a seamless transition by 31 October 2025, in line with the start of the new PIP QI quarter on 1 November 2025. 

What practices using Pen CS need to do 

From early September, the Digital Health team will be contacting practices currently sharing data with CESPHN to:   

1. Consult practices and explain the change  
2. Provide an updated Data Management Agreement (DMA) – You will receive an email via Docusign for electronic signing by an authorised person and a witness 
3. Install the POLAR software – Once the DMA is signed, a Digital Health Officer will arrange installation at a time convenient to your practice. Installation is quick and can be supported remotely by Outcome Health. 

Data Privacy 

The principles of DMAs remain unchanged. All data is de-identified, aggregated at the practice (not practitioner) level and used in line with the RACGP’s guidance for the secondary use of general practice data 

Key dates and next steps 

• By 31 October 2025: All practices transitioned to POLAR 
• From 1 November 2025: Pen CS licences will be deactivated 
• All practices will be provided with initial training and ongoing support to ensure a smooth transition 
• We will work closely with practices to ensure there are no disruptions to PIP QI incentive payments 

Stay Informed

Join our upcoming introductory POLAR webinars, offered as ‘Lunch and Learn’ webinars. The first session will be held on 16 September 2025, followed by a second on 15 October 2025, both running from 12:00 to 1:00 PM. To register: https://us02web.zoom.us/webinar/register/WN_w4hsXr_jQwKsczlO98cASw#/registration

This webinar will cover:

• POLAR platform overview
• User management
• Clinic Summary Report
• Patient Tagging
• Walrus (BP/MD only)

For any enquiries, please contact digitalhealth@cesphn.com.au