INTRODUCTION

Most older adults want to stay independent for as long as possible.  They want to stay in control of their lives and live in their homes or apartments among familiar surroundings and friends.

Sometimes, in order to achieve this goal, additional help in the home is needed.  This guide can be used as a supplement to the video, Hiring In Home Help: Tips for Seniors and Their Families.  It will give you information to help you feel more comfortable about hiring someone to help you in your home.  In addition to being a review of the information in the video, this guide also contains more detailed information about contracts, questions to ask applicants, and supervision and dismissal of employees.  Whether you hire them yourself or through an agency, this guide can help you in supervising an employee.  Now, let's get started.

PREPARATION

First, we recommend that you make a list of your needs.  It may include such things as bathing, dressing, feeding, lifting, medicating, shopping, laundry, housework, transportation, companionship, exercise, appointments, games, outings, reading, letter writing, supervision, diapering, pet care, taking out the garbage/trash, yard work, etc.  Be sure to list ALL of your needs, however small.

Once your needs are identified, this list will assist you in writing a job description.  The purpose of the job description is to clarify the duties and responsibilities of both parties.  The job description need not be complicated, just specific.  It should be included in a simple contract such as the one attached at the end of this guide.  Also attached is a sample job application.

WHERE TO LOOK FOR HELP

Once you have made your list, where do you start?  We recommend that you call Senior Information and Assistance (1-800-510-2020 or listed under Senior Citizens' Services and Organizations in the Yellow Pages of your telephone book) or the Department of Social Services in your area.  You may be eligible for services such as In-Home Supportive Services from your County Social Services Department, Adult Day Health Care, or home-delivered meals.  Services identified by your Senior Information and Assistance Coordinator in your area may be all you need.

Listed Below are the Senior Information and Assistance Numbers Funded by Area 4 Agency on Aging.

Nevada County                        (530) 273-2273

Placer County                           (530) 889-9500

Sacramento County                  (916) 498-1000

Sierra County                                       (530) 993-4770

Sutter and Yuba Counties                     (530) 742-2334

 Yolo County:

            Davis                                        (530) 757-5696

            West Sacramento                     (916) 373-5819

            Woodland                                (530) 661-5890

Other options include asking friends, family members or someone you trust.  They may know someone who is reliable.  Some of the best workers are obtained through people who are familiar with an individual's work.

Other places you may find help include:

Churches

Public Health Agencies

Local Newspapers

Senior Centers

College Student Employment Offices

Local Hospital Discharge Coordinators

Private Attendant Care and Referral Agencies

Home Health Care Agencies

Note: Be sure to be thinking about what you are able to pay, and ask these agencies what the range of pay for in-home workers is in your area.

ADVERTISING

If none of the above methods proves effective, then you could try advertising in the "Help Wanted" sections of your local paper, college newspapers, or organizations' newsletters.  Your ad should include hours needed, a brief description of duties, telephone number and time to call.  You could mention preferences such as non-smoker, or female/male and wage offered.  DO NOT LIST YOUR ADDRESS.

A Sample Ad Might Read:

Companion for elderly man.  Help needed with light housekeeping and personal care, 5 days per week.  References required.  Call 555-5555 between 9 a.m. and 3 p.m.

SCREENING BY PHONE

It is now time to start the interviewing process to find the person who is going to work for you.  Before you take the time to interview applicants, you will want to screen them by phone.  Your job description will describe the job in more detail for those who call for employment.  Keep it near the telephone.  Note: If the applicant sounds reliable and it feels good to you, set up an interview time.  If the phone screening doesn't go so well, don't make an appointment for an interview.  All you have to do is take their phone numbers and say.  "I am doing other interviews and I will get back to you."

- It is very important that you do not give out any personal information, such as your name, address and location, to those you do not intend to interview.

- Be friendly.

- Give a brief description of your needs.

- State the number of hours you need help and the amount you can pay.

- Obtain their name, phone number, experience and training.

- Ask if they have reliable transportation.

- If you feel the applicant is suitable, you may make an appointment at this time.  Ask them to bring a resume or CV with them to the interview.  If they do not have one prepared, get their address and  send them a job application (see sample at end of guide) to fill out prior to the interview.

- Request that the applicants bring two or three references (if not indicated in the application or resume), a CA driver's license and proof of identity.

-  Even if you feel the applicant is not qualified for the job, thank them for calling.

INTERVIEWING IN PERSON

We recommend that you have a family member, trusted friend, or neighbor with you during the interview.  This will help you feel safe and more comfortable.  Your friend or family member may think of additional questions to ask and assist you in the review of the applicants.  You may feel more relaxed about interviewing if you can practice what you are planning to say to the prospective employee with a friend or family member before you actually hold an interview.

- Before you ask the individual into your home, you may ask to see an identification card with a picture of the worker on it (i.e., driver's license, Department of Motor Vehicles ID card, an Alien Registration card or a County Employment ID card).

- Become acquainted with your applicants by letting them tell you about themselves.  This also shows that you have an interest in them as a person.

- Give the applicants your "List of Needs" to read.

- Review the individual's application, resume or CV with them.

- Ask all the questions you want and continue to ask if you are in doubt about anything.

- Remember you can interview as many applicants as you want.  You always have the right to change your mind about your choice.

- If you have concerns or doubt anything the applicants say, write it down and check it out.

- Allow yourself time to compare applicants with your friend or family member before deciding who to hire.

SOME POSSIBLE INTERVIEW QUESTIONS

- What kind of work have you done, other than that listed on the application?

- What kind of training, if any, have you had?

- What types of work do you enjoy? Never enjoy?

- What are your interests?

- Why are you in this line of work?

- Do you have any physical or emotional problems that would hinder you in this job?

- Have you ever been convicted of a crime? What? Where? When?

- Do you mind being around someone who smokes? Drinks?

- Would you be willing to take me to church, outings, or doctors appointments?

- Are you allergic to cats or dogs?

- Do you have a driver's license and car insurance?

- Would you be willing to work together with me on some tasks?

- Would you cook according to my needs or plan menus with me?

- Do you smoke, drink or take drugs?

- Is there anything on my LIST OF NEEDS that you can't or won't do?

- How long do you plan to stay on the job?

- Will it bother you to work around my cluttered house?

- Would you ever have any occasion to bring someone with you?

- Do you have any problem understanding written or oral requests?

- Are there any problems with the days or hour I need you to work?

- I can pay $__ per hour; is this agreeable to you?

- Discuss withholding Social Security, Medicare, etc. (see pg. 6)

- Would you be willing to agree upon a trial period for training and getting acquainted?

- Are you familiar with cooking for special diets such as diabetics, low salts, low cholesterol?

SOME INTERVIEW QUESTIONS FOR SPECIAL NEEDS

An employee may need to be trained by you or your family.  For example, you may have to use a special kind of transfer lift or your spouse may have a severe memory loss problem.  Here are some questions that might be helpful in interviewing for special needs.

- Have you had any experience in caring for a person with severe memory loss?

- How would you handle wandering?  Refusing to eat?

- How would you handle aggressive or abusive behavior?

- What is your training in this area?

- How would you handle a medical emergency?

- Have you ever been certified to give first aid?

- Can you change dressings?

- Can you assist with toileting or diaper changing?

- Can you measure and document liquid intake?

- Can you watch for and document changes in behavior?

- Do you know how to operate a lift to transfer someone?

- Can you change a bed with someone in it?

AFTER THE INTERVIEW

- Thank them for coming to the interview.

- Tell the applicants you have other appointments and will call when you have made your decision.

- After the interview, write down your impressions or discuss them with the person who was with you.  This can help you decide who is the best qualified.

- Select the applicant you feel most comfortable with and who you think can best help you with your needs.

- NEVER hire someone without first checking his/her references.

POSSIBLE QUESTIONS TO ASK APPLICANT'S REFERENCES

- How long have you known the applicant?

- What was applicant's position with you?

- What were the job responsibilities?

- Was your relationship good - not so good?

- What were your impressions of the quality of the work?

- Was the applicant reliable? Dependable? Courteous? Trustworthy?

- Were there any problems?

- Why are they no longer working for you? (listen carefully to the answer, as an unhappy former employer may be able to tell you things that you really need to know).

-         Would you rehire this individual?

OFFERING AN APPLICANT THE JOB

Once you have decided on someone, be sure to call the other applicants to let them know you have hired someone.  You may want to ask qualified applicants if they would be interested in working as an emergency back-up.  Keep these applications on file for future reference.  Once you have offered someone the job, and they accept the position, have them sign the work contract (see sample at end of guide) before they actually start working.  Make sure each party receives a copy of the signed

contract.  It may be a good idea to ask a neighbor or a friend to serve as a witness when the contract is discussed and signed to help clarify and secure the working arrangement.

Once hired, provide the employee with pertinent emergency information, such as names and phone numbers of whom to contact in case of an emergency (physician, local hospital emergency center, family, neighbors, etc.).  This information should be clearly written and posted near the phone.  The following material will help you with details about salary, contracts, tax information

FINANCIAL AND LEGAL RESPONSIBILITIES

If you are not qualified (by virtue of income) to get help through the Department of Social Services' In-Home Supportive Program, or you are not going through a licensed attendant agency, the following responsibilities may apply to you.  Check with your tax preparer, attorney, accountant or with a family member or friend if you need help with clarifications of these responsibilities.

- Complete and SIGN a contract BEFORE work begins.  (A sample contract is attached.)

- Each party must get a signed copy of the contract.

- Check to see if your homeowners or renters insurance covers your employee for the amount of time they will be in your home.  Accidents can happen.

- If you pay $1,400 or more per calendar year to an employee you are required to withhold for Social Security and Medicare benefits and make quarterly payments to the IRS. (EXCEPTION: if the person you hire reports to the IRS as self-employed, then s/he is responsible for paying Social Security). Call the IRS at 1-800-829-3676 to secure copies of Publication #926, (Household Employer), and Schedule H (Employer Tax Form for Household Employer).  If you are not required to file a 1040, Schedule H can be filed alone.  Forms, publications, and other information can be accessed on-line at www.irs.ustreas.gov. 

- If you pay between $750 and $999.99 per quarter for all employees, you must withhold Disability Insurance taxes.  If you pay more than $1,000 in a quarter for all employees, you must pay the Unemployment Insurance taxes.  Contact the State Employment Development Department at

1-888-745-3886 to secure an information sheet (Household Employers Information Sheet - DE 231L) or a booklet (Household Employers Guide - DE8829).  Forms, publications, guides and other information can be accessed on-line at www.edd.ca.gov.

- Call Social Security at 1-800-772-1213 to obtain their publications and forms.

- Set up a form for recording payment to your employee.

- When you file you 1040 tax return, you may qualify to take your employee's payments as a medical deduction.

- Be sure to pay by check instead of cash.

- Keep a record of any serious problems you may have with your employee, by date and incident.

- Plan ahead for coverage of absences, vacations, etc.

Please note that dollar amounts and required forms may change yearly and you will need to request and use current forms.  If the paper process is too difficult for you to handle personally, ask a trusted friend or family member to assist in these responsibilities.  Health problems can make even small details difficult.

 SUPERVISION

Positive supervision includes praise, accountability, good communication, and record keeping.  It is important that you try to do as much as you can for yourself.  You may want to do some activities together with your employee, (e.g., fold clothes or help with cooking).  You may want to post the main list of your needs (the job description) on the refrigerator.  If you want certain things done in a specific way, it is important to write them down and post them in a convenient place, (e.g., the bathroom or kitchen).  This makes communication and supervision easier.  Remember that it is not important that all tasks are always done exactly how you would do them.  There are many ways to do things.  This can be a cooperative effort.  The following guidelines will help you in supervising your employee

Supervision/Communication

- Sometimes people find it difficult to accustom themselves to being in charge.  Keep in mind that YOU are the employer.

- Explain clearly what you want, and what it is that you expect.  Open communication solves a lot of problems!

- You will be happier in the relationship when you are sharing responsibilities and you are doing as much for yourself as you are able.

- Give clear instructions.

- Give training where needed.

- Encourage your employees to seek clarification if they are unsure of something they think might be important to you.

- As a general rule, daily duties should be checked twice a month, and weekly duties once a month. The employee should know that you will be checking to see if the tasks you agreed upon are accomplished.

- Although it may be difficult to comment on performance, "be up front" and do this regularly. Give praise and correction when needed.

- Being respectful of your employee encourages them to be respectful of you also.

- If your caregiver has to leave, and you have become close, be aware that you might feel real loss.  Know that there are others out there waiting to help you.

Giving Praise

- Give praise as deserved, and immediately (e.g., "I like the food you prepared today, it tasted like my mother's cooking.")

- When your employee is working hard and doing a good job, a little praise is appreciated.

- It is important that both parties are pleased.

Offering Corrections

- Discuss problems as they arise (don't bottle them up), and discuss them fairly and calmly.

- When offering corrections, first try to comment on a task that has been done correctly.  Then let the employee know pleasantly but firmly how you want the task done.

- When making corrections, the following is a suggested comment: "I am happy to see the bathroom so clean, but next time could you please remember to rinse out the tub more thoroughly."

- Blaming them and making them feel ashamed does not help keep your employee.  If you find it difficult to correct your employee, ask for help from a family member or friend.

Safety

- Do not leave valuables lying around.  Also, keep your jewelry, cash, checkbook and credit cards put away safely.

- Ask for a receipt any time your employee shops for you.

- Do not add your worker's name to your savings, checking, charge account, Social Security or any other documents.

- Keep an eye on things such as phone usage, medications, food stuffs.

- Try not to get overly involved with your employee's private life or lend them your money, vehicles, household furnishings, or clothing.

- If your employee is abusing you, (hitting, yelling, endangering your health or making you feel afraid), tell family or friends immediately.  You or your family may have to call the police at 911 or Adult Protective Services at the Department of Social Services (661-2750, or, 1-916-375-6239).

DISMISSING AN EMPLOYEE

There are many reasons for letting someone go.  It may be that you just do not feel comfortable with the person.  They may be bossy, or just not doing what you both agreed upon.  They may bring someone with them without permission, consistently arrive late to work or miss days without giving notice.  Other reasons for dismissal may consist of abuse of drugs or alcohol, excessive use of the telephone or missing items.  It is best if you have already mentioned the problems during supervision and correction.  This makes dismissal easier if things are just not working out.  Have someone with you when you are dismissing your employee.

Possible reasons for immediate dismissal

- Theft - Confront your employee and ask for their explanation . If you are certain that something of value is missing, call the police.

- Abuse - If you are afraid your employee will harm you, or is mistreating you in any way (hitting, hurting, screaming or yelling at you) let the police (911) and the Adult Protective Services at the Department of Social Services (530-661-2750 or 916-375-6239) know - immediately!  Do not remain in an abusive situation.

Other information

- There are many reasons for letting someone go.   If possible, plan ahead for replacement.

- The employee should be told (several times) of unacceptable behavior, before being dismissed.

- If your employee is from an agency, ask the agency to correct the problems or help you.

- Be sure to have the final payment check ready, eliminating the need for the person to return to         your home.

- Be sure to get your house key, if you have given one to the employee.

- Ask if there are any of the employee's personal belongings on the property, and have them take        those when leaving.

GETTING HELP THOUGH A HOME CARE AGENCY

Another option to consider is getting help through home care or nursing services (listed under "Home Health Services" or "Nurses and Nurses Registries" in the yellow pages of your telephone book and usually paid from your own funds).  These agencies cost more, as you pay agency fees in addition to the attendant's salary.  Home Care Agency fees pay for all the paperwork, provide supervision, and provide reliable help.  Hiring in-home help privately and supervising them as your employee must be balanced with the cost, convenience, and risk factors of hiring through an agency.  Another choice is a home care referral service (or a nurse or certified nurses aid registry).  This service usually involves a one-time-only fee for finding and screening workers for you.

Homemakers assist with:      Personal care assists with:     Professional Nursing assists with:   

house cleaning                          eating                                         medications

laundry                                     bathing                                      diabetes treatment

meal preparation                       dressing                                      wound care

shopping                                   getting around in and out             occupational therapy

                                                            of home                          injections

                                                toilet assistance               physical therapy

                                                                                                  IV Therapy

                        Advantages:                                       Disadvantages:

Self-Hire:        May cost less                           Time, cost and effort to advertise, interview,

                        Personal selection of helper                   reference check and select caregiver

                        Flexibility in work schedule       No supervision or training

                        Flexibility of what a person        Cost of insurance coverage

                                    can do for you              No coverage for absenteeism of caregiver

                                                                        Filling out of tax forms

Private:           Agency is Employer                  Higher cost

Agency:          Supervision of staff                   Individual selection of caregiver by

                        Screened staff                                       non-family member

                        24 hour - 7 day back-up           Individual caregivers may alternate

                        Insurance coverage (in some cases)

Some possible questions to ask the home care agency

- Can you provide the services that I need?

- How long have you been in business?

- Are you licensed? Accredited?

- Do you screen and train workers?

- Will the agency assist in resolving any problems with employees

- Do you have liability insurance for your workers?

- What are the qualifications of your personnel (i.e., certified nurses aide)?

- How often would you monitor your personnel in my home?  How do you monitor?

- What is the cost? Are there any other costs?

- If I am not satisfied with an attendant, will the agency arrange for another one at no additional fee?

- What is the payment process?

- Will a replacement be sent if my regular worker is unavailable?

- If your services are covered by medical insurance, who completes the paperwork?

- Does the agency take care of all taxes and reporting to the necessary department of the local, state   and federal government?

- May I have a copy of your agency's policies, guidelines, price list and contract?

FINAL WORDS OF ENCOURAGEMENT

If you take the steps we have outlined in this guide and supplement with the video, Hiring In-Home Help, Tips for Senior and their Families, hiring outside help can be a positive experience for you.  We have attempted to give you ideas on hiring and supervising that are advantageous for both the caregiver and the employer.  Pleasing one another, clear supervision and feeling comfortable with one another are the keys to success in any employer-employee relationship.

Take from the video and this guide what you need and know that help is always available through the Senior Information and Assistance Services and the Department of Social Services in your area.

TRUST YOUR FEELINGS AND WE WISH YOU GOOD LUCK IN YOUR SEARCH!

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