How to choose a home care agency in 8 Steps

We get it: choosing the right in-home care can feel like you're trying to solve a jigsaw puzzle — from planning to financing, choosing the right care comes down to finding the right fit.

It’s also just a big decision. You want the care that’s right for you, and that means finding someone who can offer both expert care and a lot of heart — the kind of care that provides comfort, safety, and support.

Staying in the comfort of familiar surroundings as you age, known as aging in place, has big benefits for both emotional and physical well-being. With the right help, you can get the support you need so you can maintain daily routines, keep independence, and enjoy a greater sense of stability.

But we know—there are so many options out there. Where do you start? That’s where we come in! This guide is here to walk you through the process, helping you confidently explore your options and ensure you find the best fit for your needs.   

Before you begin your search, it's important to understand what kind of care you want and need. You can start by interviewing yourself. This can help you think about your lifestyle needs, care goals, and finances. This essential first step helps you focus on agencies that provide the right level of support — ensuring personalized care that fits your lifestyle. 

Here are some parts of care you may want to consider:

Type of care required

Each home care agency offers a unique blend of services. You may need assistance with activities of daily living (ADLs) like bathing and dressing, assistance with the instrumental activities of daily living like using a telephone or driving a car. Talk with potential providers about these key areas to find a match with your needs and goals such as:  

• Personal care assistance such as bathing, dressing, and grooming  

• Medication management and health monitoring  

• Meal preparation and nutrition support  

• Light housekeeping and laundry  

• Transportation and errands  

• Social activities  

• Physical therapy or exercise assistance  

• 24-hour care  

• Respite care 

Schedule and coverage

Consider whether you need care for specific hours during the day, around-the-clock support, weekend coverage, or holiday assistance to ensure consistent care.

Budget

Evaluate your financial resources, including any long-term care insurance, savings designated for care, and monthly budget limitations that will influence your choice.

Cultural preferences

Consider whether you need a caregiver who speaks your preferred language or understands specific cultural practices and traditions important to you.

Special conditions

Identify any medical specializations required, such as experience with certain health conditions or specific mobility equipment and assistance needs.

Social engagement

Determine what level of companionship you want, such as outings with family and friends, and how a caregiver can support your social well-being.

Looking at these fundamental aspects will help you visualize your ideal provider clearly.  

With a clear understanding of your needs, you can build a list of home care agencies that align with your care goals. 

Start by gathering recommendations from trusted sources, such as: 

• Healthcare provider recommendations  

• Hospital discharge planners  

• Local council on aging  

• Community services and organizations 

• Friends and family referrals   

• Professional care manager suggestions  

• Online provider directories 

These trusted perspectives will help you create a thoughtful, well-rounded list of agencies, setting the stage for a confident decision.  

Quality home care providers stand out by showing their commitment to excellence in more ways than one. It’s not just about checking boxes — it’s about credentials, professional standards, and a true dedication to compassionate care. 

As you search for the right long-term care provider, you’ll want to confirm their hiring process, licensing, and training practices. But knowing which qualifications to look for and how to measure quality can be hard — so we set a standard for it.

The CareScout Quality Network is the first-ever long-term care network where every provider has met rigorous quality standards including:

• Staffing and training strategies that go the extra mile to prepare caregivers to meet your needs. 

• Person-centered care practices to integrate your values, preferences, and goals into the care you receive. 

• Meeting all applicable safety and regulatory requirements, so you have peace of mind. 

When you know what qualifications to look for, it becomes easier to find professional, reputable agencies that truly maintain high standards of care. However, understanding the different types of licenses and certifications is key.

For example, Medicare-certified agencies are able to bill Medicare and offer skilled medical services like nursing and therapy. These providers have to meet strict federal standards and go through regular evaluations to keep their certification. On the other hand, state-licensed agencies focus on non-medical care, like help with daily tasks, and must follow state-specific regulations — and those rules can vary a lot depending on where you are. Knowing these differences helps you narrow down your options and make the best choice for you.  

You can start to narrow down the right home care agency by looking at what services they provide. Check that the agency offers the care needs outlined in step 1. 

 Your care needs are what’s important, so make sure that if you need specialized care support, the agency offers it. While reputable agencies are transparent about their qualifications and capabilities, it’s essential to take a closer look at their services. Make sure they not only meet your current needs but also have the flexibility to adapt as those needs evolve over time.  

Hearing from others can offer meaningful insight into an agency’s care and commitment. Explore online reviews and ratings for a broad perspective of client experiences. Look at the agency's social media to see how they engage with families and respond to feedback. Checking their Better Business Bureau status can also provide a clearer picture of their reputation and how they handle concerns.

To gain a fuller picture of an agency’s care and commitment, go beyond online research. 

Whenever possible, seek direct client testimonials or connect with current clients to hear about their experiences firsthand. Healthcare providers, community organizations serving older adults, and professional care managers can also provide valuable perspectives based on their experience coordinating care for many families. 

Focus on feedback that speaks to provider reliability, communication, and how the agency navigates challenges. Look for real examples of how they've handled urgent needs or adjusted care plans to better support clients. These firsthand experiences often reveal the true nature of an agency's service commitment and ability to provide consistent, compassionate, and quality care.  

Like most types of care, in-home care costs can vary depending on where you live and the type of care you receive.

To help understand costs our latest Cost of Care survey data splits in-home care into two types: homemaker services and home health aides. Homemaker duties include everyday tasks such as running errands, managing finances, and cooking. A home health aide is a professionally trained caregiver whose duties include helping with activities of daily living (ADLs) like bathing or toileting and instrumental activities of daily living (IADLs) like preparing meals and shopping for groceries. Typically, a single caregiver provides both services.

In 2024, the national median monthly cost for in-home care was:

• $6,292 for homemaker services 

• $6,483 for a home health aide 

Exploring payment options, insurance coverage, and financial assistance programs can help make quality care more accessible. 

Have open conversations with providers about their pricing structures and flexible payment solutions to find the best fit for your family. Important areas you may like to cover include: 

• Hourly rates  

• Minimum visit requirements  

• Weekend and holiday rate differences  

• Special service fees and travel charges  

• Payment schedules and accepted methods  

• Insurance coverage and claims processing   

• Financial assistance programs  

• Cancellation policies and fees 

Knowing these financial details helps prevent surprises and ensures sustainable care arrangements for your family members.   

Meeting with potential providers allows you to assess their compatibility with your family's needs and ask questions about flags raised on their resumes. 

In your conversation, focus on these key areas: 

• Staff training   

• Emergency response protocols  

• Lines of communication   

• Care plan development process  

• Family involvement  

• Backup coverage arrangements  

• Documentation methods  

These discussions will reveal how well the agency might work with your family’s situation.

Questions to ask when interviewing a home care agency  

What matters most is getting the right care for you. An agency focused on quality should be able to answer any questions you have. Here is a list of questions you can ask as you evaluate different agencies:

1. Is the agency Medicare certified or State licensed? 

2. Does the agency use its own employees or contract staff? 

3. What are the agency’s hiring standards? 

4. What is the agency's process for scheduling visits? 

5. Does the agency make staff available for emergencies? 

6. What payment sources does the agency accept? 

7. How does the agency coordinate care with your physicians and other health care providers? 

8. How do can you voice concerns with the agency? 

9. How does the agency match caregivers to care recipients? 

When choosing an in-home care agency, it’s important to find one that can easily adapt to your changing needs. A trusted provider will have a clear, flexible process for modifying care plans and service levels as situations evolve. They should also coordinate closely with healthcare professionals and keep family members informed, ensuring seamless and compassionate care every step of the way. 

Ask how they incorporate technology to enhance care and communication. It’s also important to understand their approach to advanced care planning and transitions. A trusted agency will help you anticipate and prepare for future needs — whether that means gradually adjusting services or coordinating with other care providers for a smooth continuum of care.

Taking a forward-thinking approach helps ensure you receive consistent, reliable, high-quality care as their needs evolve, giving your family peace of mind. A provider that prioritizes thoughtful consideration of long-term care needs is often better equipped to serve as a lasting partner in your loved one's aging journey.  

Choosing the right home care provider can make all the difference in your life. With home care linked to benefits like fewer hospitalizations and a better quality of life, it can be life-changing to choose a well-rounded, home care provider that is suited to your needs.²

As you research options in your area and meet with home care providers remember that your needs, goals, and preferences are what's most important.