How to Prepare for a Home Care Consultation

A home care consultation is typically a free, in-home meeting between a representative from the home care agency, the prospective client, and key family members. The purpose is to understand the client’s needs, discuss the home environment, and determine whether the agency’s services are the right fit.

Most consultations take 45–90 minutes. Families who come prepared — with a clear picture of daily routines, current challenges, and specific questions — consistently get more out of them. Here’s how to prepare.

Who should be present

• The person who will receive care — whenever possible, their input and preferences should be central to the conversation.
• The primary family decision-maker — the person who will manage the care arrangement, coordinate scheduling, and communicate with the agency.
• Any other family members who will be involved — particularly those who also provide care, share the home, or live nearby.

If a family member cannot attend in person, see if they can join by phone or video. Having the right people present reduces the chance of miscommunication later.

What to bring

• A written list of current daily challenges. What tasks has your loved one been unable to complete independently? What has required help from family members? What has gone undone?
• A general daily schedule. Wake time, meals, medications (timing, not administration), any regular appointments, and bedtime. This helps the agency understand what a typical day looks like and what kind of caregiver presence is needed.
• A current medication list. Not for administration purposes — for context. Knowing what medications a client takes helps the care team understand health conditions, fall risk factors, and any relevant behavioral or cognitive considerations.
• Any recent medical history that’s relevant. Recent hospitalizations, surgeries, or diagnoses that affect daily function — particularly conditions like dementia, Parkinson’s, COPD, diabetes, or significant mobility limitations.
• Insurance information if you plan to use it. Long-term care insurance policies vary significantly in what they cover for home care. If you have a policy, bring the summary of benefits.

Questions to ask the agency

The consultation is as much a chance for you to evaluate the agency as it is for them to understand your needs. Come prepared with questions:

• What is your PHCP license number and is it currently active?
• Are your caregivers W-2 employees or 1099 contractors?
• What background screening do caregivers complete before their first shift?
• How much training do caregivers have before working solo with a client?
• Will my loved one have a consistent primary caregiver and a backup?
• What happens if the primary caregiver calls out sick or is unavailable?
• How do you match a caregiver to a specific client?
• What is the process if a caregiver is not a good fit?
• How do family members receive updates on what happens during visits?
• What are your rates and minimum hours?
• What services are specifically NOT included?

Topics to discuss about the home environment

The in-home portion of the consultation is an opportunity for the agency representative to see the space where care will take place. Be prepared to walk through:

• Bedroom and bathroom layout — where assistance will be needed most
• Any accessibility equipment already in place (grab bars, shower chair, walker, hospital bed)
• Entry and exit points — particularly if there are stairs
• Kitchen setup, including where medications, glasses, and commonly needed items are stored
• Any pets in the home and the client’s relationship with them
• Parking or access for the caregiver

What to expect after the consultation

A reputable agency should follow up with a written care plan or summary within a few days. This document should outline the proposed services, schedule, and estimated cost. Review it carefully before signing anything.

If the agency proposes starting care before you feel ready, do not feel pressured. Take the time to review the plan with the rest of your family, compare it with one or two other providers if needed, and start care when you feel confident in the fit.

What happens if the consultation reveals different needs than expected

Sometimes a consultation reveals that the family’s loved one needs more support than expected — or a different kind. A good agency will tell you honestly if someone’s needs exceed what non-medical home care can safely address, and refer you toward additional resources like a home health agency, adult day program, or care manager.

Honesty about scope of service is a trust signal. If an agency agrees to provide care that seems beyond its capability without flagging it, that is worth noting.