How to Safely Hire a Private Caregiver (Step-by-Step Guide)

You want to hire a private caregiver, but inviting someone you don’t know into your loved one’s home can feel risky.

The good news is you can do this safely.

With the right background checks, insurance, and a clear vetting process, you can hire directly and feel confident in your choice.

In this guide, we’ll walk through the most common risks of hiring a private caregiver and how to protect your loved one at every step.

Key takeaways

• You can safely hire a private caregiver with the right vetting, background checks, and insurance
• Hiring privately means you’re responsible for things like taxes, coverage, and backup care
• A thorough process includes identity verification, interviews, reference checks, and planning ahead
• Platforms like Herewith make private hiring easier by handling many of these steps for you

Is it risky to hire a private caregiver?

Yes, there are some risks to hiring a private caregiver.

When you hire on your own, you’re taking on responsibilities that an agency would usually handle, like background checks, insurance, taxes, and backup coverage. It can feel like a lot at first.

But it’s all manageable.

With the right process in place, you can hire privately and feel just as confident in your decision.

Here’s what you’ll want to think about:

• Vetting is on you: Background checks and reference checks are vitally important for safety.
• You’re the employer: That means taxes, payroll, and a few extra responsibilities to understand upfront.
• Insurance gaps are common: Most homeowner’s policies don’t cover household employees.
• Backup planning matters: If your caregiver can’t make a shift, you’ll want a plan in place.

We’ll walk through each of these step by step so you know exactly what to do.

Step 1: Verify your caregiver's identity

Start with the basics.

Before you look at experience or schedule interviews, make sure the person you’re considering is who they say they are. It’s more common than you might think for details like work history or credentials to be inaccurate.

Here’s what you’ll want to ask for upfront:

• A government-issued photo ID, such as a driver’s license or passport
• Their full name, date of birth, and current address so you can confirm everything matches
• A completed Form I-9 to verify they’re legally eligible to work in the U.S.
• Written consent to run background and reference checks

On Herewith, this step is already handled. Every Helper verifies their identity when they create an account, so by the time you’re browsing profiles, you know that piece is in place.

Step 2: Run a comprehensive background check

A quick search isn’t enough.

Lower-cost background checks can miss records in other states, show outdated information, or skip important databases entirely. If you’re hiring on your own, this step is on you.

A thorough background check should include:

• A national criminal search across multiple states
• A sex offender registry search
• An SSN trace and identity verification to confirm history and identity
• A global watchlist search for fraud or security risks
• A driving record check if your caregiver will be driving your loved one

You can run these checks yourself through services like Checkr or GoodHire, or work with a licensed provider. Just make sure you have written consent before running anything.

On Herewith, this is built into the process. You can browse Helpers first, but no one can be hired until they pass a background check through Checkr. If a Helper doesn’t pass or renew their check, their profile is removed from the platform.

Step 3: Interview and vet your candidates carefully

A background check shows you someone’s history. An interview helps you understand who they are.

Interviews are where you get a feel for a potential caregiver’s experience, personality, and whether they’re a good fit for your loved one.

Before you meet, it helps to prepare a few focused questions.

Some important topics to cover:

• Their experience with your loved one’s needs, like mobility, memory care, or chronic conditions
• How they’ve handled difficult or unexpected situations
• Their availability, reliability, and what they would do if they couldn’t make a shift
• References from at least two past employers or clients

When you speak with references, be direct. Ask how they handled challenges, whether they were reliable, and if they would hire them again.

And trust your instincts.

If something feels off, it’s worth paying attention to.

On Herewith, you can message Helpers directly before making a decision, while keeping your contact details private. You can also explore our guide to interviewing Helpers for more questions to ask.

Step 4: Make sure insurance is in place before your first day of care

This is one step many people overlook.

Most homeowner’s insurance policies don’t cover household employees. If your caregiver is injured in your home, you could be responsible for medical costs and lost wages.

There are two types of coverage to understand:

• Workers’ compensation, which helps cover your costs if your caregiver is injured while working.
• Professional liability insurance, which covers your caregiver and expenses incurred if they accidentally cause damages or injury during the course of providing care.

If you’re hiring on your own, it’s worth talking to your insurance provider about adding household employer coverage. Policies can vary, so make sure you understand exactly what’s included.

On Herewith, professional liability insurance is built into every booking through Herewith Protect. Coverage goes up to $1 million and is tied to your household, so it stays in place even if you switch Helpers. Plus, you can add on workers’ compensation coverage through Herewith, simply let our Customer Support team know.

Step 5: Understand your tax and payroll obligations

When you hire a caregiver privately, you’re the employer.

That means things like payroll taxes, tax withholding, and unemployment insurance are your responsibility. It’s one part of hiring that often gets overlooked, but it’s important to get right.

Here’s what you’ll typically need to handle:

• An Employer Identification Number (EIN) from the IRS
• Federal and state payroll taxes, including Social Security and Medicare
• A W-2 form for your caregiver at the end of the year
• State new hire reporting, depending on where you live

It can feel like a lot at first.

If you don’t want to manage it yourself, there are payroll services that specialize in household employers.

On Herewith, you can opt into tax and payroll support through HomeWork Solutions right in the platform, so you’re not figuring it out on your own.

Step 6: Have a backup plan

Even the most reliable caregiver will need time off.

If you don’t have a plan in place, a last-minute cancellation can leave you scrambling to fill the gap.

A few things to think through ahead of time:

• A backup caregiver you can call on short notice, like a family member, neighbor, or second hire
• Local care options, such as adult day programs or respite care
• Clear expectations around how much notice your caregiver should give if they can’t make a shift

This is one of the harder parts of hiring on your own.

If a caregiving arrangement falls through, it’s up to you to find coverage.

On Herewith, you can book a one-time Helper for backup support without starting over. You can browse available Helpers, message them, and book same-day if needed.

Step 7: Know how to raise a safety concern

Even with a careful hiring process, it’s important to stay aware once care begins.

Most caregiving relationships go well, but knowing what to do if something feels off is part of keeping your loved one safe.

A few signs to watch for:

• Changes in your loved one’s mood or behavior that don’t have a clear explanation
• Missing money or unusual financial activity
• A caregiver who limits communication or discourages visits
• Missed shifts or inconsistent hours

If something doesn’t feel right, trust that instinct.

Talk with your loved one if you can, keep track of what you’re noticing, and address concerns with your caregiver clearly and early.

In an emergency, call 911 right away.

On Herewith, you’re not handling this alone. Customer Support is available if you need help with a concern, and there’s a clear process for reporting issues when needed.

Check out Herewith’s Community Guidelines to learn more.

Hiring privately on Herewith

Hiring privately used to mean taking on everything yourself.

You could save money and have more flexibility, but it also meant handling background checks, insurance, and all the details that come with being an employer.

Herewith makes that a lot easier.

Every step we’ve covered is either handled for you or built into the platform, so you can focus on finding the right fit for your loved one.

Here’s what’s included with every booking:

• Identity verification before a Helper appears on the platform
• Background checks through Checkr before any hire is completed
• Professional liability insurance up to $1 million through Herewith Protect
• Optional tax and payroll support through HomeWork Solutions
• Backup care you can book when you need it
• Customer Support if questions or concerns come up

You still get the flexibility of hiring privately, without having to manage everything on your own.

Learn more about in-home senior care services on Herewith.

Frequently asked questions about hiring a private caregiver safely

What are the risks of hiring a private caregiver?

The main risks include incomplete background checks, legal and tax responsibility as a household employer, gaps in insurance coverage, and not having backup care if your caregiver can’t make a shift. The good news is all of these can be managed with the right process in place on Herewith.

How do I protect myself when hiring a caregiver?

Start with a thorough vetting process. Verify identity, run a background check, check references, and take time to interview carefully. You’ll also want the right insurance in place and a backup plan if care falls through. If you’re using a platform like Herewith, many of these steps are handled for you.

What background checks should I require when hiring a private caregiver?

At minimum, you’ll want a national criminal search, a sex offender registry check, an SSN trace with identity verification, and a global watchlist search. If your caregiver will be driving your loved one, it’s also a good idea to check their driving record.

Do I need liability insurance to hire a private caregiver?

It’s recommended to hire caregivers who carry professional liability insurance to reduce the financial risks to yourself as a household employer. On Herewith Helpers carry up to $1 million in coverage.

What are reliable platforms for finding vetted private caregivers?

Platforms like Herewith help you find local Helpers for in-home care, with identity verification, background checks, and insurance built into the process. This can make hiring privately feel much more manageable, since you’re not handling every step on your own.

What happens if a Helper doesn't pass their background check on Herewith?

If a Helper doesn’t pass their background check, they can’t be hired on the platform. Helpers are also required to complete ongoing checks, so if something changes, their profile is removed until they’re eligible again.

What should I do if I have safety concerns about my Helper?

If it’s an emergency, call 911 right away. For non-emergency concerns, document what you’re noticing, talk with your loved one if possible, and address the issue directly with your caregiver. If you’re using Herewith, Customer Support can help guide you through next steps and reporting. Call 415-506-9776 or email support@herewith.com.