What Should Be Included in Your Home Care Agency Policies and Procedures to Stay Compliant? - The Business Resource

What Should Be Included in Your Home Care Agency Policies and Procedures to Stay Compliant?

What Should Be Included in Your Home Care Agency Policies and Procedures to Stay Compliant?

If you're starting or managing a non-medical home care agency, having a comprehensive and state-compliant policy and procedure manual is essential. Not only does it guide your daily operations, but it also serves as proof of compliance when licensing inspectors or auditors come knocking.

Each state has its own specific requirements, but here’s a general outline of the most important areas your non-medical home care policies and procedures should cover to help ensure compliance:

Agency Organization and Administration

  • Mission and Vision Statement

  • Ownership and Organizational Chart

  • Administrator and Alternate Qualifications

  • Hours of Operation

  • Chain of Command

Client Services and Care Planning

  • Scope of Services Provided

  • Service Plan Development

  • Initial Assessment and Ongoing Reassessment

  • Client Rights and Responsibilities

  • Discharge and Termination Policy

Admission and Intake Process

  • Eligibility Requirements

  • Intake Procedures

  • Client Consent and Service Agreements

  • Documentation and Record-Keeping Standards

Staff Qualifications and Training

  • Job Descriptions and Requirements

  • Hiring and Onboarding Process

  • Background Checks and Reference Verification

  • Initial and Ongoing Staff Training

  • CPR/First Aid Certification Requirements

  • Competency Evaluations

Employee Policies

  • Code of Conduct

  • Dress Code

  • Timekeeping and Payroll

  • Disciplinary Actions

  • Confidentiality and HIPAA Compliance

Health and Safety

  • Infection Control Procedures

  • Emergency Preparedness Plan

  • Incident and Accident Reporting

  • Safe Client Handling Procedures

  • Environmental Safety Checks

Quality Assurance and Improvement

  • Client Satisfaction Surveys

  • Staff Performance Evaluations

  • Internal Audits and Compliance Reviews

  • Complaint Resolution Process

Legal and Regulatory Compliance

  • Licensing and Certification Requirements

  • State-Specific Regulations

  • Record Retention Schedule

  • Fraud, Waste, and Abuse Prevention

  • Equal Opportunity Employment Policies

Client Billing and Payment

  • Billing Procedures

  • Accepted Payment Methods

  • Fee Schedule

  • Refund and Cancellation Policies

Privacy and Confidentiality

  • HIPAA Compliance

  • Data Security Measures

  • Client Record Access and Release Policy

State-Specific Compliance

Each state’s Department of Health or regulatory agency will have a checklist or manual outlining exact requirements. Make sure to:

  • Review your state’s home care regulations.

  • Include any state-specific forms or documentation.

  • Adjust your policies as laws or licensing rules change.

Final Thoughts

A well-crafted policy and procedure manual not only keeps you legally compliant—it also creates consistency, promotes professionalism, and gives your staff a clear guide to follow. Whether you're applying for a license or growing your agency, this document is the foundation of a well-run home care business.

Need help getting started? Purchase our ready-to-use policy and procedure template that’s editable in Word and Google Docs. Just plug in your business details and meet state requirements with ease.

The Business Resource 

"Checkout our Home Care Policy and Procedure Template – available now on our website! Everything you need to stay organized and compliant. Start building your agency the right way!"

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