What staff paperwork do auditors check?
They check that each worker met the program’s qualifications before working: background check, age, training, health screening, job description, and performance reviews. A federal review found that missing worker qualification proof made about 18 percent of sampled personal care claims improper. Keep the file complete from day one.
The worker file is part of the claim. If a worker did not qualify, the visit may not be payable.
Georgia’s private home care rule says personnel records must include:
- Identifying information and employment history.
- Qualifications.
- TB screening.
- Training documentation.
- Job descriptions.
- Annual performance evaluations.
- Bonding records if the worker has unlimited access to client funds.
The CCSP and SOURCE manual adds that a job description must be signed and dated by the employee and kept in the personnel file, and that direct care staff must be observed at least once a year.
The federal review found that background checks were the most often undocumented item, followed by age.
A simple habit: no first shift until the checklist is complete and a second person has checked it. Then set a calendar alert for yearly items.
Program rules differ, so ask your program manager for the current list.
How CareBravo® helps
Hiring and Training are two of the nine jobs, and each worker’s paperwork is kept against the checklist.
Sources
- Ga. Comp. R. & Regs. 111-8-65-.09 Administration and Organization (private home care providers) · Georgia Department of Community Health rules (via Cornell LII)
- EDWP: CCSP and SOURCE General Services manual (Q3 July 2026) · Georgia DCH / GAMMIS
- Inappropriate Payments for Medicaid Personal Care Services (OEI-07-08-00430) · HHS Office of Inspector General
Reviewed by Beth Bledsoe, Care Business Advisor®, 28 Oct 2026. Rules change. Confirm with your state Medicaid agency before you act.
How CareBravo’s Documentation agent handles this
Want to see where this is costing your agency money? Four minutes, your agency’s name on the answer.