What goes in a caregiver’s personnel file? What do I need to keep?
In Georgia, a private home care agency’s personnel file must include name, address, phone and emergency contacts, a five-year work history, qualifications, TB screening, hire date, job description, orientation and training records, a yearly evaluation, and bonding if the worker has unlimited access to client funds. Add I-9 and background check results.
Georgia’s Rule 111-8-65-.09 lists what a private home care agency must keep for each employee:
- Name, address, phone number and emergency contacts.
- Five-year employment history (or the full history if shorter).
- Records that show the person is qualified for the job.
- TB screening records.
- Date of employment.
- A job description or statement of duties.
- Orientation and training records.
- A yearly performance evaluation.
- Bonding records, if the employee has unlimited access to client funds.
Beyond that rule, most Medicaid agencies also keep:
- The Georgia background check determination.
- The exclusion list search result, with the date.
- The I-9 (stored separately).
- A signed confidentiality and privacy agreement.
- Signed job description and policies.
- Training certificates and the supervisor’s competency check.
A monthly calendar of dates that expire (TB, training, evaluations) saves a lot of stress when an auditor or state surveyor visits.
Medicaid programs may ask for more. Check the manual for each program you serve.
How CareBravo® helps
Hiring and Training are two of the nine jobs CareBravo does for a Medicaid home care agency.
Sources
- Ga. Comp. R. & Regs. 111-8-65-.09, Administration and Organization (private home care providers) · Georgia Department of Community Health (rule text via Cornell LII)
- Exclusions: tips for searching the LEIE · HHS Office of Inspector General
- Handbook for Employers M-274, 4.0 Completing Section 2 · U.S. Citizenship and Immigration Services
Reviewed by Beth Bledsoe, Care Business Advisor®, 28 Oct 2026. Rules change. Confirm with your state Medicaid agency before you act.
How CareBravo’s Hiring agent handles this
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