Georgia Private Home Care Provider Policies and Procedures

Who counts as a private home care provider in Georgia

Georgia defines a private home care provider as any person or entity, for-profit or not, that provides or arranges home care services through its own employees, through contracts with licensed health care professionals, or through referrals in which it has a financial interest. That covers nursing services, personal care tasks, and companion or sitter tasks (Rule 111-8-65-.03). So companion-only and personal-care agencies are both covered, and DCH’s Healthcare Facility Regulation Division licenses them.

• Companion or sitter tasks: help for elderly, handicapped or convalescing people, including transport and escort, meal preparation and serving, and household tasks essential to cleanliness and safety.
• Personal care tasks: help with bathing, toileting, grooming, shaving, dental care, dressing and eating, and related tasks like ambulation and transfer.

The policies and procedures Rule 111-8-65 requires

Here is each requirement, the rule it comes from, and what your written policy should say.

Governing body Rule .04

Your agency needs a governing body that is empowered and responsible for determining all policies and procedures. Document who it is and how it adopts and reviews the manual.

In our manual: Policies 1.01 and 1.05, plus the adoption and annual review page

Scope of services and clients served Rule .09(1)

Written policies must define the services you provide and the types of clients you serve, including any you will not accept.

In our manual: Policies 1.03 and 3.02

Service agreement Rule .09(2)

A written service agreement is completed by the second visit or within 7 calendar days of starting services, whichever is earlier. It must contain the elements the rule lists, and the client may cancel at any time.

In our manual: Policy 3.04 and Form F-05

Administrator Rule .09(3)

The governing body appoints an administrator with full authority and responsibility for operations, who has no credible findings of abuse or neglect and completes the required training.

In our manual: Policy 1.02

Client records Rule .09(4)(a)–(b)

Client records must have the required contents, stay confidential, and be kept at least 5 years from the last service.

In our manual: Policies 14.01, 14.02 and 6.01

Personnel files Rule .09(4)(c)

Each file holds a five-year work history, qualifications, TB screening at hire and annually, a job description, orientation and training records, and an annual evaluation, plus bonding for staff with unlimited access to client funds.

In our manual: Policies 5.13, 5.04 and 5.02

Complaint and incident files Rule .09(4)(d)

Keep complaint and incident files, and retain them at least 5 years.

In our manual: Policies 8.04, 12.01 and 14.02

Staffing and caregiver qualifications Rule .09(5)

Keep enough qualified staff, and notify and refer clients if a shortage means you can’t serve them. Personal care aides qualify through a CNA program, a recognized exam or credential, or a 40-hour provider program (20 hours before service, 20 within 6 months) under RN direction. Companion/sitter staff must be literate, able to report, and trained or competent in the listed topics. Nurses must hold a Georgia license.

In our manual: Policies 4.07, 5.05 and 5.07

Orientation and annual training Rule .09(6)

Orientation happens before staff work with clients and covers the required topics, including the duty to report TB or hepatitis exposure. After the first year, staff complete at least 8 clock hours of training each year.

In our manual: Policies 5.06 and 5.08

Contracted services Rule .09(7)

Contracted services are in writing, and contractors follow the rules and are supervised by the provider.

In our manual: Policy 1.08

Supervisory visits and staff evaluation Rule .10(2)

Personal care clients get a supervisory home visit at least every 92 days, made by an RN or LPN for medically frail clients. Companion/sitter clients get one at least every 122 days or after a serious complaint. Supervisors evaluate each staff member in writing at least once a year, employees with TB or hepatitis can’t work until they’re not contagious, and medically frail clients need an on-call representative who can reach a nurse supervisor.

In our manual: Policies 4.04, 5.09, 7.05 and 1.09, and Form F-08

Daily documentation Rule .10(3)

Written policies explain how staff document the services performed each day.

In our manual: Policy 4.03 and Form F-07

Quality improvement Rule .10(4)

A documented quality improvement program monitors performance, outcomes, complaints, care problems and corrective actions.

In our manual: Policies 13.01 to 13.03

Service plans Rule .11

A service plan with the required contents is completed within 7 working days of the start of services and reviewed at each supervisory visit (every 62 days for nursing services).

In our manual: Policies 4.01, 4.06 and 3.03, and Form F-06

Client rights and responsibilities Rule .12(2)

Clients get written notice of the 10 listed rights, and of their responsibility to report changes, when the service agreement is completed.

In our manual: Policies 2.01 and 2.02, and Form F-04

Complaints Rule .12(1), (3)–(4)

Written complaint procedures accept oral or written complaints, investigate them within a reasonable time and resolve them promptly. Give clients the provider’s phone number for complaints.

In our manual: Policies 12.01 and 12.02, and Form F-10

Fingerprint background checks Chapter 111-8-12 · GCHEXS

Owners, administrators and direct-access staff complete fingerprint-based state and federal checks through the Georgia Criminal History Check System. DCH’s application checklist asks for determination letters dated within 12 months of submission.

In our manual: Policy 5.03 and Form F-17

Policies to include even though the rule doesn’t name them

The Chapter 111-8-65 text we reviewed has no specific requirement for a discharge-notice period, an emergency preparedness plan or a separate abuse-reporting policy. Most agencies include them anyway, because surveyors, insurers, payers and other laws expect them:

• Abuse, neglect and exploitation reporting, including reports to Adult Protective Services (Georgia’s reporting statute is O.C.G.A. 30-5-4)
• Emergency preparedness, with client priority levels
• Infection control and bloodborne pathogens
• Confidentiality and HIPAA, where it applies
• Discharge, transfer and suspension of services

Checklist: Georgia policies at a glance

When your policies get checked

When you apply in GAMMIS you sign an Affidavit of Compliance that your policies and procedures are in place. DCH’s checklist says a provisional license lasts 3 months: you must become operational, admit at least 3 clients and request your initial survey in that window. Re-licensure surveys follow about every 18 to 24 months, and licensed providers are subject to unannounced inspections. Have the manual adopted, staff trained on it, and the forms in use before your first client.

FAQ

Sources

1. Ga. Comp. R. & Regs. Chapter 111-8-65, Rules and Regulations for Private Home Care Providers (official chapter index)
2. Rule 111-8-65-.03 Definitions (Cornell LII)
3. Rule 111-8-65-.09 Administration and Organization (Cornell LII)
4. Rule 111-8-65-.10 Services (Cornell LII)
5. Rule 111-8-65-.11 Service Plans (Cornell LII)
6. Rule 111-8-65-.12 Client Rights, Responsibilities and Complaints (Cornell LII)
7. Georgia DCH, Private Home Care Program (HFRD)
8. Georgia DCH, Private Home Care Provider Application Checklist
9. Georgia DCH, GCHEXS fingerprint background checks

This guide summarizes Georgia rules as reviewed on October 19–20, 2026 and is not legal advice. Rules and agency procedures change; confirm current requirements with the Georgia Department of Community Health.