Student Clinic FAQs

Time Matters

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  • Adobe Acrobat, and all of the Microsoft Office programs (Word, Excel, PowerPoint), have Time Matters save buttons. In Office, it’s under the Time Matters menu on the Ribbon (at the top of the screen). For Acrobat, click on Tools; File, then, TM Save.
  • Remember to first open the application shortcuts (e.g. Word for TLC) that reside on the VDIClinics desktop, before opening a document.
  • If you don’t, a dialogue will pop up, prompting you to log into Time Matters. If you’re already logged in, then click Options, Database, and select TLC from the list.

Time Matters Log In with Options and Database circled

 

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[su_spoiler title=”Standard Documents” style=”fancy” icon=”caret”]

  • There are two ways of finding Standard Documents: One is to click on the Documents tab in Time Matters. On the Quick Tabs Menu on the left, there is an option for “TLC Standard Documents,” which will filter out the standard docs. Arrange the screen by Description, by clicking on the top of the column.
  • The second option is to find the Matter called “TLC Staff Document Folder” and open the Documents tab.  Arrange the contents by Description to aide your search
  • The TLC Parking pass is currently listed under Off — TLC — Client — Veritas 10 Everett St Garage. Make sure to select the most recent document. Edit the Word document to include your client’s name, meeting date and time. Save the document as a pdf.
  • Email directions along with the Parking Pass pdf. Directions are under Off — TLC — Client — parking directions to Everett Garage. Make sure to use the most recent file.

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[su_spoiler title=”Intake” style=”fancy” icon=”caret”]

  • A copy of the TLC Student Handbook will be saved in the Matter called, TLC Useful Student Information. 
  • Instructions for the intake process is in the TLC Student Handbook. Questions are provided for people who would like assistance with: Non-Profits, For-Profits, Real Estate or Entertainment
  • After speaking with the intake caller assigned to you, check to see if they already have a Contact Record in Time Matters. If not add them as a new contact.
    • Create a new Matter
    • Then create a new Note in the Matter, with your intake notes
    • Send it to your Supervisor and the Clinic Director through Time Matters Messenger.  This is done by checking the Notify box and then Message
  • If you leave a message on an intake caller’s voicemail, or can’t reach them, make a note of it in the TM Note that you are sent through Time Matters. You can do this in TM Messanger by clicking the blue edit button on the message, or by opening the message window and clicking on the notepad icon.

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Office Matters

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  • To Copy documents, you will need your Supervisor’s copy code, to input, using the keypad on the copier.
  • To Scan documents on the Copier, Press the Scan button, and on the touchscreen select Folder, and TLC Student Scan.
    • The IKON_Scans folder, where documents are sent, is on the R Drive, in VDIClinics: Click on the Start Menu; Computer; Clinics (R Drive); TLC; IKON_Scans. Remember when you made the scan, as the documents are named with a string of numbers. If necessary you can arrange the folder by Date Modified, in Descending order.
  • You can adjust the settings if the page is double-sided, on the left of the touchscreen.
  • The printer is called W4_TLC_1, make sure it is your default printer. You can do this from the Start Menu, by clicking on “Devices and Printers”. Make sure W4_TLC_1 has a green check mark. If not, right click on the printer icon, and select “Set as default printer”.
  • When Faxing a non-Harvard number, remember to dial 9-1-then the fax number.
  • Each student will have a folder, in the cabinet by the copier, to keep files.
  • If you receive mail, or a fax, and are not in the TLC Suite, it will be left in your folder, in the cabinet by the copier.
  • Letterhead is kept in the second draw, from the top, of the cabinet by the copier. The first page has the Clinic name and address, all subsequent pages should be on the blank cream-colored paper stock.
  • To print on letterhead, select Print, then Printer Properties. In the Printer Dialogue, make sure the Input Tray is set to Bypass Tray, and Paper Type is Letterhead

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