Hiring a Senior Caregiver: Using an Agency

Hiring a senior caregiver can be just as important for a household employer as hiring a nanny; you are trusting the safety and well-being of a loved one to a stranger. Using an agency to hire a caregiver can help ease some concerns. When working with an agency, ensure that you understand what is covered in the contract. Be sure to learn if additional fees apply to specific services or add-ons, and ask that the agency explain termination procedures and processes for requesting another caregiver if the first one does not work out. Be sure that the agency you are using employs the caregiver and does not merely contract out for him or her. A contract employee may not have the necessary insurance coverage and protections that an agency-employed caregiver offers. Also, review what is covered in the agency’s background checks and how the checks are done.

Questions to ask the senior care agency

• How long has the agency been in business and how long has it served this community?
• What services are provided (and not provided)? What are the costs, including additional fees (i.e., transporting the senior to a doctor’s visit may incur extra fees; night, overnight and weekend hours may also cost more)?
• What is the agency’s hiring process?
• What training does the agency require of its employees and what additional training does the agency offer employees on the job?
• What licenses and accreditations does the agency hold/what licenses does the caregiver hold?
• Is the agency and caregiver bonded and insured to cover any damage or injury to property and people?
• Does the agency cover workers’ compensation in case the caregiver is hurt on the job?
• What is the agency’s process for resolving problems and issues? Who in the agency is the contact for the family and what procedures are followed if there is a problem?
• Are there a minimum and maximum number of hours enforced by the agency?
• Does the caregiver evaluate the senior’s needs; if so, what is involved? How does the caregiver involve the senior and family in developing a care plan?
• Does the agency employ a supervisor who will oversee the quality of care the senior receives?
• What procedures are in place to handle emergencies?
• Is a substitute sent should the regular caregiver call in sick or not show up? How are these substitutes selected?
• How is client confidentiality handled?
• What are the financial procedures for billing, payment, and insurance coverage? Does the agency accept insurance payments, Medicare and/or Medicaid?
• Ask for agency and employee references. Did the caregiver “pass” the agency’s background checks? Did the agency secure personal references on the caregiver? Can you check the references on the agency and caregiver?
• How does the caregiver report what occurs—is there a daily log, report or other documentation that must be completed?
• Who is responsible for payroll taxes and IRS reporting?
• How much notice is required by the agency to begin or cancel services?

Agencies will screen the candidates (often very time consuming and may incur extra costs), supervise them and, if necessary, terminate them, provide backup when needed, and incur liability should an unfortunate event occur. Payroll and tax issues will need to be handled as well, which can be very complicated if you do it yourself; you may wish to outsource to a company like GTM Payroll Services to do it for you.

Get a free household payroll quote, and contact GTM’s Household Employment Experts for more information.