How Onefile enabled remote apprenticeship delivery during the Covid-19 pandemic

The Challenge

As an NHS Trust delivering a wide range of apprenticeship standards - from Senior Healthcare Support Worker to Business Administration - Sandwell and West Birmingham faced a major challenge during the Covid-19 pandemic: how to continue supporting apprentices remotely while maintaining quality, engagement, and compliance.

The team needed a digital solution that could centralise communication, track learner progress, and adapt quickly to the evolving needs of frontline healthcare staff and learners.

The Solution

Onefile became the backbone of the Trust’s remote learning model. The team refocused their delivery to include digital communication through Onefile, sharing wellbeing updates, safeguarding information, and learning content such as PowerPoint presentations with voiceovers.

Key features that supported delivery included:

• Announcements: Used to share NHS app access, wellbeing resources, and employer support updates.
• Forms: A learner survey was created and distributed as a task to track engagement and gather feedback, which was then reported at board level.
• Course builder: Enabled the team to create bespoke e-learning modules and upload multimedia content to support module completion.
• Scorecards and reports: Provided real-time visibility into learner progress, KSB development, and performance against targets — all of which fed into reporting for the Apprenticeship Trust Board.

The Impact

• Seamless remote delivery: Training continued uninterrupted during the pandemic, with all communication and learning managed through Onefile.
• Data-driven decision-making: Real-time reports and gap analysis tools helped the team monitor learner status and performance.
• Audit-ready communication: All interactions were date-stamped and auditable, supporting compliance and governance.
• Device flexibility: Learners accessed Onefile on iPads, laptops, mobile phones, and workstations — ideal for healthcare staff on the move.
• Improved quality assurance: The Trust could demonstrate full transparency and good practice across the apprenticeship journey.
• Cross-system compatibility: Integration with MIS systems ensured smooth data flow and operational efficiency.
  
  

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