Your caregivers are the face of your homecare agency, but before you send staff into a client’s home, you must ensure your hiring process strictly aligns with Ohio Department of Health (ODH) regulations.
Failing to meet state hiring requirements can result in delayed licensing, failed audits, or immediate operational shutdowns. For non-medical homecare agencies operating in Ohio, the onboarding process requires specific background checks, certifications, and documented training.
Here is exactly what you need to know to build a compliant and audit-ready team of caregivers.
ODH Personnel Requirements for Non-Medical Homecare
The state of Ohio requires all homecare agencies to maintain strict documentation for every employee who provides direct care to clients. Your policy manual must clearly outline how you verify and document these credentials before a caregiver’s first shift.
1. Criminal Background Checks (BCI & FBI)
Ohio law mandates that all individuals providing direct care must undergo a criminal records check.
- BCI Check: You must obtain a background check through the Ohio Bureau of Criminal Investigation (BCI).
- FBI Check: If the applicant has not been a resident of Ohio for the preceding five consecutive years, an FBI background check is also required.
- Disqualifying Offenses: Ohio has a specific list of disqualifying criminal offenses (often referred to as the “Tier system” under Ohio Administrative Code) that legally prohibit an individual from providing direct care services. You must have a process in place to review background check results against this list.
2. CPR and First Aid Certification
Every caregiver must hold current, valid certifications in First Aid and Cardiopulmonary Resuscitation (CPR). These certifications must be maintained and renewed before they expire. Online-only CPR courses that do not include an in-person skills assessment are often flagged during audits, so it is highly recommended to require hands-on certification through organizations like the American Red Cross or American Heart Association.
3. TB Testing (Tuberculosis Screening)
While regulations can shift slightly depending on your specific agency structure and funding sources, standard practice and general health compliance dictate that caregivers receive a TB test (such as a 2-step PPD or QuantiFERON blood test) prior to client contact.
4. Training and Competency Evaluations
Before operating independently, caregivers must demonstrate competency in the specific tasks they will perform. Your agency is required to document that training has been completed. This typically includes:
- Infection control protocols
- Client rights and privacy (HIPAA)
- Emergency procedures
- Assistance with Activities of Daily Living (ADLs)
- Proper lifting and transfer techniques
Structuring Your Employee Files for ODH Audits
When ODH conducts a survey or audit, they will pull a sample of your personnel files. An incomplete file is one of the most common reasons agencies face citations. Every caregiver file should contain:
- Completed employment application and verified references
- A signed job description
- Proof of identity (driver’s license, state ID)
- I-9 and W-4 tax forms
- Original BCI (and FBI, if applicable) background check results
- Copies of current CPR and First Aid cards
- Documentation of initial training and ongoing annual in-services
- Annual performance evaluations
Get Your Hiring Policies Audit-Ready
Creating an onboarding process from scratch that aligns perfectly with Ohio administrative codes is time-consuming and leaves room for costly errors. You need a solid personnel policy manual and standardized employee forms ready on day one.
At Ohio Home Care Consultants, we provide complete, Ohio-aligned startup bundles that include all the personnel documents, intake forms, and policy manuals required to pass your ODH review.
Phone: +1 614-207-6260 Email: info@ohioconsultant.com