The data sources for QI, PenCS Cat4 and POLAR compared, free alternatives, and how to de-identify patient data properly.
Last reviewed: July 2026. Part of the complete CPD and QI FAQ.
Common options: clinical software audit and search functions (Best Practice, Medical Director, Zedmed, MedTech), data extraction tools (PenCS Cat4, POLAR, GRHANITE), patient surveys, manual chart review and practice management system reports (wait times, DNA rates, billing patterns).
PenCS Cat4 is a data extraction and analysis tool widely licensed to Australian general practices through PHN partnerships. It generates the 10 PIP QI measures and supports a range of other clinical audits. Availability is via your PHN.
POLAR is a data extraction and analysis tool, also widely licensed to Australian practices through PHN partnerships. POLAR and PenCS Cat4 are the two dominant tools. PHN choice of tool varies by region.
Both extract de-identified data from clinical software, both produce the PIP QI measures, both support additional QI audits. The user interface, supported clinical software and specific audit options differ. PHN licensing arrangements also differ. For most QI purposes, the two are interchangeable.
Limited. The built-in search and audit functions in Best Practice, Medical Director, Zedmed and MedTech cover many QI activities. The CAT4 and POLAR tools add automation and benchmarking. Some PHNs offer free training on the built-in software functions.
Yes, if the learning is structured. Training in PenCS or POLAR counts as Educational Activities. The QI activity that follows the training can then count as RP and MO.
Extract only the fields you need. Remove names, addresses, full dates of birth, Medicare numbers and any other direct identifiers. Use age in years or age band rather than date of birth. Retain the identifier-to-record mapping only on a secure local system if re-identification is required for follow-up, and limit access to clinical staff.
De-identify to the standard required by your local research ethics committee or low-risk review pathway. The PHN's data sharing agreement may also restrict secondary use. Confirm before publishing.
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CPD requirements, hour allocations and category structures are set by the MBA, RACGP and ACRRM. The PIP QI measures and payment rates are set by the Department of Health and Aged Care and Services Australia. Always verify current requirements directly with the relevant body before finalising your CPD plan. This page is general guidance and does not replace official college or government resources.