How PHNs have streamlined their reporting workflow

In healthcare, late reports aren’t just annoying, they can delay funding, misinform decision-makers, and burn out teams. For many Primary Health Networks (PHNs), reporting is a time-consuming process riddled with double handling and outdated tools.
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This article first explores the broader PHN reporting ecosystem, then unpacks how PHNs are overcoming manual processes and disconnected systems by using tools like Qlik Cloud to automate data pipelines and build dashboards. Real-world examples from WentWest and SWSPHN show what better reporting can look like in practice — leading to faster, more accurate decision-making.

The broad PHN reporting ecosystem

Most PHNs juggle dozens of reporting cycles across programs, funders, and internal needs. Here’s what they typically report on.

Population health needs assessments

• Conducted every 3 years, with annual updates
• Includes demographic, epidemiological, and service usage data
• Supports commissioning decisions and health service planning
• Often shared as internal dashboards, web tools, or published reports

Commissioned service provider reporting

• Tracks activity and outcomes from contracted services (e.g. mental health, AOD, Aboriginal health)
• Often includes KPIs, funding utilisation, wait times, and client demographics
• May involve real-time dashboards, quarterly reports, or annual acquittals

Internal operational and strategic reporting

• Board and executive dashboards
• Data on organisational performance, project delivery, stakeholder engagement
• May involve integrations with CRMs, financial systems, and project trackers

National or state-level health program reporting

• Includes COVID-19 vaccination rollout, aged care outreach, health pathways usage
• Typically aligned to Commonwealth or state-funded initiatives
• Often fast turnaround and high-pressure cycles

Why PIP QI (Practice Incentives Program – Quality Improvement) gets the attention

PIP QI is often the most publicly visible, most standardised, and frequently discussed PHN reporting requirement. It sets the tone for how teams manage their broader reporting processes.

The Practice Incentives Program Quality Improvement (PIP QI) Incentive supports general practices to improve care through continuous quality improvement.

• Practices submit de-identified patient data, which PHNs are responsible for collecting, managing and reporting — typically against the 10 national improvement measures.  (e.g. HbA1c testing, cervical screening, BMI recording)
• Based on de-identified patient data from general practices
• Submitted to the Department of Health and Aged Care
• These reports help inform planning, funding decisions, and program effectiveness across primary care.

Common causes of reporting delays

Let’s explore what makes the reporting process burdensome, what a great set up looks like and how Primary Health Networks (PHNs) have streamlined it successfully.

• Manual data extraction: If you’re still downloading data, uploading it to spreadsheets, then manually formatting reports — delays are baked into the process.
• Disjointed systems: When patient data, reporting templates, and dashboards sit in different tools, someone ends up as the middleman.
• Lack of automation: Without automated scripts or pipelines, your reporting depends on availability, accuracy, and perfect timing — every single time.

What does ‘streamlining’ actually mean?

It’s not about working faster, it’s about working smarter with tools that do the heavy lifting.

Our team helped WentWest and SWSPHN move their PIP QI reporting into Qlik Cloud Analytics. That meant:

• Dashboards were hosted in the cloud, always showing the latest available data
• Reports became easier to access and interpret across teams
• The reporting process was no longer dependent on a single person running scripts or generating outputs manually

The result? Reporting that’s always up to date, easier to audit and less reliant on manual handovers or knowledge gaps.
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What does a better reporting setup look like?

• Automated data pipelines set up to pull data from POLAR or other practice sources on a scheduled basis
• Pre-configured dashboards tailored to PIP QI measures, including trends, targets, and exceptions
• Secure sharing options so internal teams, practices, and executive leaders can access the same version of the truth — without back-and-forth emails

A better reporting setup removes manual friction, simplifies complexity, and helps teams make faster, more confident decisions. It’s not about adding more tools — it’s about using the right ones in the right way. For PHNs, that often means combining automated data pipelines, tailored dashboards, and secure access for the people who need it most.

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Automated pipelines reduce pressure and errors
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Automation takes the pressure off reporting cycles. Instead of downloading files or waiting on batch exports, automated pipelines can pull data from practice systems like POLAR or Pen CAT on a scheduled basis. That data is cleaned, transformed, and loaded into the reporting environment — all without manual intervention. A PHN might schedule daily data syncs from POLAR, so that dashboards are refreshed overnight and ready to go each morning. This means fewer delays, fewer errors, and less reliance on one team member to hold the whole process together.

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Dashboards tailored to the measures that matter
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Pre-configured dashboards make it easier to surface what matters. Rather than working with raw data or PDFs, teams can use interactive dashboards tailored to the 10 national PIP QI measures — like HbA1c testing, cervical screening, or BMI recording. These dashboards highlight trends, flag exceptions, and allow comparisons across practices, demographics, or regions.
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Built in platforms like Qlik Cloud, they’re dynamic and user-friendly, with filters and drilldowns that help users explore patterns and act on them. In WentWest’s case, dashboards replaced a manual reporting process that depended on scripts and spreadsheets. Now, teams can use live dashboards in meetings with practices or executives — everyone sees the same data, in the same format, in real time.

Secure access replaces scattered files and email chains
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Secure sharing ensures people can access what they need — without relying on inboxes or outdated files. In a modern setup, reports are cloud-based and access-controlled. Executives can view high-level summaries, program managers can monitor quality improvement efforts, and practice support staff can track what’s happening at the clinic level. Where appropriate, external stakeholders can also be granted limited, read-only access. SWSPHN used Qlik Cloud’s secure access settings to remove the need for manual exports and make collaboration easier, while keeping data safe and auditable.
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Together, these elements form a more efficient, resilient reporting environment. One where data is available when it’s needed, insights are clear and actionable, and reporting doesn’t depend on one person with the right spreadsheet.
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It’s a shift from chasing reports to using them and it opens the door to more strategic, data-informed work across the PHN.

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Improving PHN reporting: Your outcomes

PHNs tell us what they really want isn’t just a report. They want:

• More time to act on the insights, not waste time compiling them
• Fewer cycles wasted chasing missing or broken data
• Confidence that their data meets compliance requirements, and that if someone leaves, the process still works.

With a well-designed system, your team spends less time fixing things and more time using insights to improve care.
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If your team is still pulling together reports manually, or dealing with broken processes, contact the Notitia team to book a strategy session.

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