How to find a caregiver

In this article:

• Types of caregivers
• Determine care needs
• Where to find caregivers
• Qualifications
• Red flags
• Interviews
• Making the final decision
• Legal and financial considerations
• Onboarding a new caregiver
• Maintaining a good relationship
• Resources for additional support

In this article

• Types of caregivers
• Determine care needs
• Where to find caregivers
• Qualifications
• Red flags
• Interviews
• Making the final decision
• Legal and financial considerations
• Onboarding a new caregiver
• Maintaining a good relationship
• Resources for additional support

Providing care for a family member often feels like a full-time job. For many, it is: nearly 1 in 4 family caregivers spends more than 41 hours per week providing care, according to the Family Caregiver Alliance. That means balancing household responsibilities while tending to social, emotional, and medical needs—often at the same time as working a separate job.

It’s no wonder that many caregivers feel overwhelmed, according to AARP. Hiring help will ease the strain, but finding the right person may feel like a new burden. How do you make sure you find someone who is the right fit to care for your loved one?

This guide will walk you through the process of finding a caregiver—from determining your loved one’s needs to establishing a routine with your ideal caregiver. By the end, you’ll know how to be sure you’ve found the right person for the job.

Types of caregivers

Caregivers generally fall into two categories: informal and formal. 

Informal caregivers are typically family members or friends who help with daily tasks or basic medical needs. Although there are programs that may offer compensation for informal caregivers, this role is usually unpaid.

Formal caregivers usually have professional experience and training in caregiving. Many are licensed, and their duties may extend beyond those of informal caregivers. Home health aides, for example, help care recipients with daily activities and monitor their conditions, while registered nurses provide more advanced medical care, like assessing health conditions and administering medications, amongst other skilled services.

Determine care needs

The type of caregiver you should hire will depend on the specific needs of the care recipient.

Medical and health requirements

Start by assessing your care recipient’s medical and health needs. What is the person able to do on their own? Where does the recipient need extra help? If you are not sure what sorts of needs your care recipient may have, this may be formally assessed by professionals such as a nurse, physical or occupational therapist, or geriatric care manager.

If the support the recipient requires is on the low-end, you might like to begin by searching within your family or local community for an informal caregiver. If the recipient needs regular medical attention or skilled nursing needs, it’s best to seek a more qualified professional, such as a formally trained caregiver.

Emotional and social support needs

Since people who need long-term care often experience social isolation, it’s essential to consider your care recipient’s non-medical needs as well. While formal caregivers will provide some companionship, their primary role is usually to focus on assistance with Activities of Daily Living, or “ADLs” (bathing, toileting, etc.) or Instrumental Activities of Daily Living, or “IADLs” (bill paying, using the phone, etc), or various medical needs.

If you’re worried your care recipient lacks emotional or social support, consider asking an informal caregiver—like a friend or family member—to help fill this gap. You also may want to consider looking into a volunteer “friendly visitor” from your local Area Agency on Aging or look into Meals on Wheels, which may provide some additional social support.

Financial considerations

Finally, you need to consider the cost. 

The cost of caregiving across the United States varies depending on whether formal or informal care is needed.

Informal caregivers:

According to an updated report from AARP, “The estimated economic value of family caregiving is $600 billion, based on about 38 million caregivers providing an average of 18 hours of care per week for a total of 36 billion hours of care, at an average value of $16.59 per hour.”

In 2021 alone, caregivers provided 36 billion hours of support—that’s the same as 4.1 million years spent caregiving.

Formal caregivers:

Based on the most updated cost of care survey by Genworth Financial, the 2023 median hourly cost for home health aide services in the United States is $33 per hour—making 24-hour care come to $5,544 per week or $22,176 per month.

In-home care services might be covered in full or in part by a state’s standard Medicaid plan, as well as through Home and Community-Based Services (HCBS), HCBS waivers, or Section 1115 demonstration waivers.

Medicare generally covers medically necessary care, but this will require an in-person assessment by a healthcare provider, and Medicare typically does not cover chronic care needs indefinitely. If the care is deemed unnecessary, you may have to cover the costs yourself. 

Many private insurance companies and long-term care insurance policies offer coverage for skilled medical care or personal care. Whether care is covered depends on its medical necessity and the criteria set in your plan. Be sure to contact your insurance provider for specific details and check if pre-approval or an “elimination period” is required.

Where to look for potential caregivers

Once you’ve taken your care recipient’s needs into account, it’s time for the search to begin. Some options to explore include the following.

Family and friends

For the most cost-effective and personal approach, start by considering your own family and friends, especially if your care recipient’s needs are minimal. A friend or family member might be willing to step in and help with small tasks, like household chores or the occasional social visit.

It’s worth noting that this doesn’t have to be unpaid work. Some government programs offer compensation for family and friends who step into caregiving roles.

Local community resources

Consider looking within your community to find a caregiver with a personal connection to the recipient. Some churches offer caregiving services, plus local Facebook groups and community centers are great places to network. You’ll need to vet candidates yourself, but this may be a cost-effective alternative to larger agencies.

Professional caregiving services

If you’re hoping to hire someone with a little more experience, a professional caregiving service may be a good option. Agencies like HomeInstead provide trained caregivers for aging adults or individuals with chronic conditions. Although this may be more expensive than finding a caregiver on your own, the convenience this offers might justify the additional costs. Some of those conveniences may include:

• Pre-screened and background-checked caregivers: Enjoy peace of mind knowing your caregiver has been thoroughly vetted and has the proper license or certification
• Less paperwork: The agency handles the contracts, taxes, and other necessary forms, saving you time and hassle.
• Replacement assistance: If your caregiver becomes unavailable, the agency can quickly arrange for a replacement.
• Specialized training: Caregivers are often trained in handling specific medical conditions or disabilities.
• Consistent, high-quality care: With professional oversight, you can count on reliable care day in and day out.
• Flexible scheduling: Many agencies offer round-the-clock care, so you can find the right fit for your needs.

Choosing a professional caregiving service lets you focus on what matters most—spending quality time with your loved one—while knowing they’re in good hands.

Online platforms and databases

If you’re not sure where to begin, turn to the internet. A quick Google search might be all it takes. Alternatively, sites like Aging Care and Caring.com will point you in the right direction. All you need is the ZIP code and your care recipient’s needs for these platforms to generate a list of caregivers in your area.

Qualifications to look for

If you’ve decided to partner with a professional service, the agency will do a lot of the heavy lifting when it comes to verifying qualifications. If you’re hiring a caregiver independently, it’s important to make sure he or she meets your criteria. 

Relevant experience

While many caregivers will have experience with basic caregiver duties, the specific needs of your care recipient should guide your search. Review the recipient’s medical and health requirements, then prioritize caregivers who have dealt with the most important of them. Someone who specializes in working with older adults, for example, may have a different set of skills than a caregiver who specializes in chronic conditions.

Certifications and training

Certain roles, like that of a registered nurse, require formal education and training. Verify the person has the necessary licensure for the type of caregiving you are looking for.

Below are common certifications and training that caregivers may hold:

Registered nurses (RNs):

• State Nursing License
• Bachelor of Science in Nursing (BSN) or Associate Degree in Nursing (ADN)
• National Council Licensure Examination for Registered Nurses (NCLEX-RN)

Licensed practical nurses (LPNs):

• State LPN License
• Completion of a Practical Nursing Program 
• NCLEX-PN (National Council Licensure Examination for Practical Nurses)

Certified nursing assistants (CNAs):

• State CNA Certification
• Completion of a state-approved training program
• CNA Exam

Home health aides (HHAs):

• Completion of a Home Health Aide Training Program 
• Some states may require state certification

Personal care aides (PCAs):

• May not require formal certification, but often complete training programs on personal care skills
• Training in areas like hygiene, nutrition, and mobility assistance

CPR and first aid certifications:

• American Red Cross or American Heart Association certifications in CPR and First Aid
• Often required for many caregiving positions to ensure safety in emergencies

If you’re hiring a more informal caregiver, ask about any certifications or training the candidate has completed. You may also like to encourage caregivers to pursue relevant training: the Red Cross offers CPR training, while sites like CareAcademy make it easy to learn the skills necessary to give care recipients the best care possible.

Background checks and references

It’s always worthwhile to vet potential hires, but it’s even more important when that person will be working closely with a loved one. You may want to hire an agency to conduct a background check for you, but if you’d rather do it on your own, caregiver.org offers some useful advice.

Personal attributes

Finally, think about the kind of person your care recipient would get along with, as well as what sort of characteristics you value in a caregiver. Caregiving is a demanding occupation—one that requires qualities like patience, good time management, and a sense of humor. Look for these traits as you evaluate potential candidates.

Hiring an aging life care consultant

If managing a loved one’s care feels overwhelming, hiring an Aging Life Care Consultant (also known as a geriatric care manager) can be a helpful option. These professionals can assess and manage your loved one’s care needs, coordinate with the right healthcare providers, and handle logistics. While this service can be costly, it offers peace of mind by taking the responsibility off your shoulders. You can find a qualified Aging Life Care Consultant through the Aging Life Care Association website.

Red flags to watch out for

When selecting a caregiver, certain red flags can indicate that someone may not be a good fit. These signs may show up early in the process, even before the interview. Pay attention to a caregiver’s level of professionalism—or a lack thereof. Watch for:

• Unresponsive communication: If the caregiver isn’t quick to return calls or emails, it could be a sign of poor communication skills or lack of professionalism.
• No references: A trustworthy caregiver should be able to provide references. If they can’t or won’t, it’s a major red flag.
• Reluctance to discuss work history: If they hesitate or avoid talking about their previous work experience, it might signal a lack of transparency or relevant experience.
• Being late or missing appointments: Consistent lateness or missed meetings can be a sign of unreliability, which is a serious concern for caregiving.
• Vague or unclear responses: If the caregiver’s answers are unclear or evasive, it could indicate they’re not a good fit.

If you notice any of these issues, it’s a sign to probably keep looking. Your caregiver should be reliable, professional, and transparent from the start.

Interviewing potential caregivers

The interview is your opportunity to assess each candidate’s skills, experience, and personality to determine who will be the best fit for your loved one’s needs. Since this is arguably the most important step of the process, you’ll want to go into it well-prepared.

Preparing a list of questions

Before the interview, create a list of questions to ensure the caregiver is both qualified and compatible with your care recipient. Consider asking about:

• Personality: Ask what the caregiver enjoys most about caregiving or a memorable experience he or she has had. This will help you assess how well the person is likely to get along with your loved one.
• Experience: Inquire about the caregiver’s experience, including how many years he or she has been working in this field and the types of clients they’ve worked with.
• Handling emergencies: Caregiving often involves quick decision-making, especially in emergencies. Ask the caregiver to describe a time they had to handle an emergency situation.
• Daily routines and specific needs: Identify a few specific tasks you expect your caregiver to perform, and then ask about their experience with and comfort level in handling such tasks.

Initial phone screening

Before scheduling in-person interviews, hold a brief phone screening to assess basic compatibility and interest. This conversation doesn’t need to be lengthy—even a short call will help rule out candidates who are unlikely to be a good fit. Focus on:

• Availability: Make sure the caregiver’s availability aligns with your scheduling needs.
• Commitment level: Gauge whether the candidate is looking for short- or long-term work.
• Basic qualifications: Ask about certifications and prior training.

A quick phone screening will save you time by filtering out candidates who don’t meet your minimum requirements.

In-person interviews

In-person interviews are critical for determining whether a caregiver will work well with your family. If possible, have your care recipient present during the interview to observe the caregiver’s interactions with the recipient. This will help you to see how the caregiver communicates and whether the caregiver and recipient seem like they’ll get along.

During the interview, work your way through your list of questions to explore the candidate’s approach to caregiving. By the end of the conversation, you should have a clear sense of the caregiver’s expertise and how well he or she is likely to fit with your family dynamic. Don’t be afraid to ask follow-up questions or clarify any misunderstandings that arise during the conversation.

Making the final decision

You’ve completed interviews and reviewed references. Now comes the difficult part: choosing the right caregiver.

Evaluating compatibility

Before making a final decision, evaluate the compatibility between the caregiver and your loved one. Ask yourself: does the caregiver have the specific skills and experience needed to address your loved one’s needs? Does their approach to caregiving align with what you’re looking for? Compatibility in caregiving goes beyond the practical skills—the caregiver also needs to be a good emotional fit for your family.

Trial periods

A great way to make sure you’ve made the right decision is to start with a paid trial period. A one- or two-week trial will give both you and the caregiver the chance to evaluate the working relationship before making any long-term commitments. During this time, observe how the caregiver handles their duties and interacts with your loved one. 

Discussing expectations

Before the caregiver officially begins, it’s essential to have a thorough discussion about expectations. Outline daily responsibilities, boundaries, and any particular routines you expect the caregiver to follow. Making sure both parties are on the same page will prevent misunderstandings down the line.

Post-hire performance reviews

Once the caregiver has started, regular performance reviews will keep everyone accountable and ensure the caregiver is meeting expectations. These reviews will also give you a chance to provide feedback, address any concerns, and make adjustments to the care plan, if necessary.

Legal and financial considerations

When hiring a caregiver, there are a number of legal and financial matters to address.

Contracts and agreements

An adequate contract will protect all parties by clearly defining the scope of service, hours, and expectations. If you’re working with a professional caregiving service, the agency will typically provide such a contract. However, if you’re hiring independently, you’ll have to handle this yourself. The agreement should include:

• Duties and responsibilities
• Payment schedule and rate
• Working hours and time off
• Confidentiality agreements
• Termination terms

Insurance and liability

In some cases, hiring a caregiver may require you to address insurance and liability concerns. Make sure your homeowner’s insurance covers potential risks, such as injuries that may occur while the caregiver is working. If the caregiver is driving your loved one, verify that they have appropriate auto insurance.

Payroll taxes

If you’re hiring a caregiver independently, you may be considered their employer. This means you’ll likely be responsible for payroll taxes like Social Security, Medicare, and unemployment taxes. It’s a good idea to consult a tax professional or payroll service to make sure you’re meeting all legal requirements.

Onboarding a new caregiver

Once you’ve selected and hired the caregiver, a smooth onboarding process will help the caregiver settle into their role and ensure expectations are clear from the start.

Creating a care plan

A well-organized care plan is the backbone of effective caregiving. It should include:

• Name, date of birth, and contact information
• Medical details and medication schedules
• Emergency contacts
• Daily routines
• Special instructions for diet or other care needs 

Having such a plan in place will help your caregiver provide the best possible care. If you’re not sure where to start, check out the care plan outline on the CDC’s website.

Additionally, we’ve put together many medication management guides that could be helpful for your caregiver:

• Medication management for people with disabilities
• Seniors’ guide to medication management
• Medication management for people who are visually impaired
• Medication management for cancer patients and caretakers
• Alzheimer’s and dementia medication management
• Medication management for people with Down syndrome
• Medication list templates for patients and caregivers

Training and orientation

Each care recipient is different. Even if your caregiver is experienced or has received training before, it’s important to go over the care recipient’s unique needs or preferences. Take time to provide any necessary training, like administering medications, what to do in case of various emergencies, operating medical equipment, or handling specific health conditions. By thoroughly reviewing these tasks, you’ll be sure your caregiver is well-prepared to meet your loved one’s needs.

Establishing routines and boundaries

Caregivers, like any professional, benefit from clear structure and expectations. Establish daily routines and set clear boundaries regarding tasks, break times, and privacy. This will help create a professional work environment and will allow you to avoid potential issues in the future.

Maintaining a good relationship

Once the caregiver has settled into their role, it’s important to maintain a positive and collaborative relationship. This will guarantee that your care recipient continues to receive the best possible care and that the caregiver feels supported in their work.

Establishing trust and respect

Trust and respect are the foundation of any caregiver relationship. Be transparent about your expectations. Try to create an environment where the caregiver feels comfortable communicating any concerns or challenges they are facing. Remember that you’re on the same team: your goal is to provide the best care for your loved one.

Open communication

Regular communication is key. Schedule check-ins with the caregiver to see how things are going and address any issues before they become larger problems. Encourage the care recipient to provide feedback as well. After all, what the care recipient thinks is the most important.

Providing feedback

Don’t wait for formal reviews to provide feedback. If something isn’t working or could be better, discuss it sooner rather than later. Likewise, if the caregiver is doing a great job, let them know! Positive feedback makes a world of difference for your caregiver.

Setting boundaries

Although a caregiver’s role is to provide support, it’s important to establish boundaries to protect their personal time and energy. Be clear about expectations regarding work hours, responsibilities, and personal space to avoid burnout.

Addressing problems and conflicts early

No relationship is without challenges. If problems arise, address them early and calmly. This may involve adjusting expectations or having difficult conversations, but dealing with issues proactively will prevent them from escalating and will help maintain a healthy working relationship.

Resources for additional support

Finding the right caregiver for your loved one comes with several challenges, like aligning specific needs with qualifications to ensure personalities are compatible. When you add in financial and legal considerations, the process may feel overwhelming.

A number of organizations and services can help if you are struggling to hire or manage a caregiver:

• Caregiving Action Network (CAN)
• AARP Caregiving
• Caring.com
• Home Instead
• National Association for Home Care & Hospice (NAHC)
• Family Caregiver Alliance
• The Caregiver Space
• Eldercare Locator
• Care.com

Careful planning and open communication will get you through the process. As daunting as the challenges may be, your loved one deserves the best possible care, and you are more than capable of finding the right person for the job.