Home Care Consultation Checklist & Questions to Ask

Why a Checklist Matters Before You Meet Any Agency

When a parent's health changes suddenly — after a fall, a hospital stay, or a dementia diagnosis — families in Pittsburgh often feel like they need to make a decision yesterday. That urgency can lead to hiring without asking the right questions.

This checklist slows things down just enough. Use it on the phone, at the kitchen table, or during an in-home assessment. It works whether you are comparing agencies in Squirrel Hill, Mt. Lebanon, or anywhere else in Allegheny County.

Questions About Licensing, Insurance, and Ownership

Pennsylvania requires non-medical home care agencies to hold a license from the Department of Health. Always confirm this before anything else.

• Is the agency licensed by the Pennsylvania Department of Health? Ask for the license number and verify it at the PA Health Licensing portal.
• Is the agency insured and bonded? This protects your family if something is accidentally damaged or if an incident occurs in the home.
• Who owns the agency? Family-owned, local agencies often provide more consistent communication than large national franchises.
• How long has the agency operated in Pittsburgh or Allegheny County? Local tenure matters — it means they know the community, local hospitals, and neighborhood resources.

Questions About Caregiver Hiring and Training

Your loved one will spend hours each week with their caregiver. These questions help you understand exactly who will walk through that front door.

• How do you screen caregivers before hiring? Ask specifically about criminal background checks, reference checks, and driving record reviews.
• Are caregivers employees or independent contractors? Employee caregivers mean the agency handles taxes, workers' compensation, and oversight. Independent contractors shift more risk to your family.
• What training do caregivers receive? For families dealing with Alzheimer's or dementia, ask whether caregivers have specific training in memory care techniques. See our page on Alzheimer's & Dementia Care in Pittsburgh for more on what to look for.
• What is the caregiver-to-supervisor ratio? Supervisors should conduct regular check-ins, not just respond to complaints.

Questions About Care Planning and Matching

A care plan is not a one-size-fits-all document. It should reflect your loved one's personality, schedule, preferences, and specific needs.

• Who creates the care plan, and how? A reputable agency will conduct an in-home assessment — not just a phone intake — before writing any plan.
• Will my family be involved in building the plan? You and your loved one should have a voice in every decision.
• How do you match caregivers to clients? Ask about the process: Does the agency consider personality, hobbies, language, and schedule — not just availability?
• What happens if the match is not working? A good agency will reassign without making the family feel guilty for asking.
• How often is the care plan reviewed and updated? Health needs change. Care plans should change with them.

If your parent needs help with bathing, dressing, or mobility, read about Personal Care in Pittsburgh to understand exactly what that kind of support looks like day to day.

Questions About Scheduling, Backup, and Communication

Even the best caregiver gets sick. Knowing the agency's backup plan ahead of time prevents a crisis from becoming a catastrophe.

• What happens if my caregiver calls out sick? The agency should have a reliable substitute system — not leave you scrambling.
• Can care start or scale up quickly if needs change? Ask about their capacity for 24/7 and live-in care if that may eventually be needed.
• How will you communicate with our family? Will there be a care coordinator we can call directly? What are the after-hours options?
• Do you serve our neighborhood? Mary Angels Home Care serves 20 neighborhoods across Pittsburgh and Allegheny County — confirm coverage when you call any agency.

Questions About Cost, Contracts, and Payment Options

Money is a real part of this conversation. An honest agency will talk about it plainly.

• What is the hourly rate, and what does it include? Ask for a written rate sheet. Be wary of vague answers.
• Is there a minimum number of hours per visit or per week? Some agencies require minimums that do not fit your situation.
• Do you accept long-term care insurance? If your parent has a policy, the agency should help you understand how to use it. See Using Long-Term Care Insurance for Home Care for background.
• Do you work with Medicaid programs like Community HealthChoices (CHC)? CHC is Pennsylvania's Medicaid managed care program that may cover home care for eligible seniors at little or no out-of-pocket cost.
• What is your cancellation or contract policy? Avoid agencies that lock you into long-term contracts with steep penalties.
• Do you offer a free initial consultation? Mary Angels Home Care does — no cost, no obligation.

For a broader look at what home care typically costs in the Pittsburgh area, visit Home Care Costs in Pittsburgh.