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How do employees and volunteers use the NYP COVID-19 Tracker?

NYP COVID Tracker User Guide

Overview Summary

The NYP COVID Tracker, administered by The Hartford, is available for use by all NYP employees, NYP Volunteers, Vizient contracted staff and Weill Cornell University staff.  The COVID Tracker is where employees can report a COVID-like illness, symptoms, test results, or COVID-related absences through this internet based system. The COVID Tracker is an easy to use self-service tool that helps employees update their work status, upload COVID-19 related documents and test results, and will provide quarantine guidance based on the information staff provides.

The NYP COVID Tracker can be found at the included hyperlink, at https://covidtracker.nyp.org/login.

Key Features:

  • Employees can report a COVID-19 related illness/absence and update an existing record. Please note:  A COVID-19 test is required within 24 hours of reporting a COVID-like illness, to continue the use of Support Care Time (SCT) beyond two days. 
  • Employees can upload a PCR test result, quarantine orders or other supporting documentation directly to the portal.
  • Return to work clearance is required for all COVID-19 related illnesses/absences and can be done directly through the portal.

Helpful COVID Tracker key points:

The COVID Tracker is self-service.  Please upload your absence and keep the following items in mind to help guide your portal use. 

  • For fast, easy, self-service, you can sign on and use the tracker for almost all COVID related absences.  Please note, however, employees should contact the WHS Hotline Team to review COVID exposure cases.
  • Be sure to update your case in the Tracker as your progress through your absence. Please read the list of reasons carefully before selecting the most appropriate, as it will affect the guidance you receive. You can complete this action by clicking on the "Click here to report symptoms and receive guidance" tab.  Some examples would be to include new test results or to report you remain ill after 10 days. 
  • Updating the reason you are ill and providing timely test results is required and can impact your pay.
  • Remember that you MUST update your manager regarding your COVID related absence. The hotline does not contact employee’s managers.
  • When seeking clearance to work and your symptoms have resolved completely, or you have minimal lingering/intermittent symptoms, that is acceptable. If your symptoms continue and have not improved, you should not seek clearance to return to work.

Registration and Log-in Instructions

Steps:

  • Using Google Chrome or Microsoft Edge, open the NYP COVID tracker via https://covidtracker.nyp.org/login
  • Click “Register” to sign-up as a new user, which will take you to the registration page. Every user must register before they log in for the first time.

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  1. Enter the following information:
    • First Name (Legal first name, as reflected in Workday)
    • Last Name (Legal last name, as reflected in Workday)
    • NYP Work Email (This will be the USER ID to log into the portal)
    • Personal Email (This will allow Tracker communication messages to go to this email address as well.  Strongly recommended)
    • Employee ID (their employee ID number as reflected in Workday)
    • Password

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2. The website will prompt you to enter a 6-digit one time password (OTP) code. The 6-digit OTP registration code will be sent to your WORK email address from NYPcovidtracker@pinpointhealth.us. Once the OTP is received, type it into the portal prompt.

Example of the registration code email and OTP prompt:

 

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3. Sign in using your work email address/User ID, which will bring you to the portal's home page.Unify_home_page.png

View/Edit User Profile/Contact Information 

To view and update your user profile, click on the profile icon in the top right-hand corner of the page, then select “My Profile.” Users must provide up-to-date contact information to receive work status notifications from the NYP COVID Tracker portal.

Users can edit/change the following information:

  1. Preferred Email for communication
  2. Old Password
  3. Create new password

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Forgot Password

If any user forgets their password, they can reset it by following these steps:

  1. Click “Forgot Password” on the log-in screen.

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2.  The website will prompt you to enter the following:

  • User ID (NYP work email)
  • Employee ID
  • Preferred Email for communication
  • New Password
  • Confirm Password

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3. After clicking "reset password", you will be prompted to enter a 6-digit one time password (OTP) code. Once received via email, type it into the portal.

4. User can then log-in with their user ID (NYP work email) and the new password.

Creating an Absence, Receiving Guidance

Steps:

  • To report a new absence, select the “Click Here to Report Symptoms and Receive Guidance” tab on the NYP COVID Tracker home page.

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  • On the following page, select the reason that best fits your situation for interacting with the COVID Tracker. Please read and select the reason carefully, as it will affect the guidance you receive.
  • The most common absences that employees can report on their own are listed below:
    • I am experiencing COVID-like symptoms or a Vaccine Reaction and this is my first time reporting this illness
    • I am asymptomatic but tested positive for COVID-19
    • I have to be off duty to care for my minor child who has a quarantine order, or who has COVID-like symptoms or a positive test result

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  • After selecting a reason, respond to the questions that appear. Based on the information entered, guidance will appear on your screen and the same guidance will be emailed to Example questions: (Please note, questions will vary based on your selection)

Updating an Absence, Receiving Guidance

Steps:

  1. To update an existing absence, select the relevant option that appears on your COVID Tracker homepage

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2. Respond to the subsequent questions that appear. Based on the information entered, you will see guidance appear on the screen, and the same guidance will be emailed to you.

 

Unable to Create a new absence due to an older existing absence

  1. If you are trying to create a new absence and receive the below message, you will need to close out your previous absence.

Unify_existing_absence.png2. To do this, you must first seek clearance from your old absence. When seeking clearance, you will need to answer the questions presented based on your previous absence. Once that absence has been updated, the absence will be closed and emails will be sent to both you and your manager.  You will then be able to create a new absence.

3. You will need to let your manager know that you cleared an existing absence so that they can correctly code your new absence. If you do not let your manager know, your pay may be impacted by multiple emails generated by the tracker.

Uploading and Managing Documents

  1. To upload or manage a document for an absence, click the “Click Here to view a History of your COVID-Related Absence and Upload Supporting Documents” button on the Tracker home page.  Then click the "ADD DOCUMENT" link connected to the absence case you wish to provide documentation for. Unify_Add_Document.png
  2. Select “Upload” and select desired file to be loaded into the system.Unify_Upload_Doc.png

Important:  Uploading documentation will not automatically update your absence. 

If you previously reported symptoms, you must update your reason to “I was previously symptomatic and have new results to report”.  Answer the following questions to update your absence record.  This will provide updated guidance on your absence and send emails to both you and your manager as listed in Workday.

 

 

Creating an Absence to Care for a Minor Child

  1. If you need to be off duty to care for your minor child because they received a quarantine order from their school/daycare, or they tested positive, please start by selecting the “Click here to report symptoms and receive guidance" tab on the Tracker home page.
  2. From the options menu select “I have to be off duty to care for my minor child who has a quarantine order, or who has COVID-like symptoms or a positive test result”
    1. Please note that you should not choose “I believe that I was exposed to someone in my community” for this absence. Unify_child.png

3. Answer the following questions based on your situation.

4. After you answer all of the questions related to this absence, you will receive on-screen guidance for your absence, as well as emails to you and your manager. You are required to remain in contact with your manager with updates with this absence.

 

How to seek clearance to return to work

  1. To request a clearance to return to work from an existing COVID-19 absence select the “Click here to reports symptoms and receive guidance" tab on the Tracker home page.
  2. If clearance from your absence is available, please select the "I am seeking clearance to return to work" tab and answer the subsequent questions.   You must be cleared in the NYP COVID Tracker portal in order to return to work from a COVID-19 like illness or absence.
    • If your absence is not yet eligible for clearance, the "I am seeking clearance to Return to work" tab will be grey and you will be unable to select this option.  If you have questions or feel this is in error, please contact the WHS COVID Hotline for further review. 

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3. Based on your responses, you will be advised on your eligibility to be cleared to return to work. If you are cleared to return to work, a clearance message will appear and will also be emailed to you.

Note:

  • You may seek clearance to work if your symptoms are markedly improved, including being afebrile,  and you feel well enough to work.  If your symptoms continue and have not improved, you should not seek clearance to return to work.
  • Remember that you MUST update your manager regarding your COVID related absence. The hotline does not contact employee’s managers.

For more information

If you need further assistance with the NYP COVID Tracker or have additional absence related questions,  please contact the WHS hotline at 646-697-9470 Monday-Friday, 7am-5pm; Saturday/Sunday, 7am-1pm.

You can also contact the WHS COVID Hotline or HR Connects through the chat function at the bottom right corner of your screen, or “Submit a request” for more information. 

 

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