How to Hire Caregivers for Your Assisted Living Home

assisted living business tips assisted living staffing caregiver application form caregiver background check caregiver certifications caregiver hiring process caregiver onboarding gusto payroll for caregivers how to hire caregivers Jun 30, 2025

Hiring caregivers is one of the most important steps in running your assisted living facility, but it's also stressful. How do you find reliable staff? What paperwork do you need? How do you avoid hiring the wrong person?

This beginner-friendly guide breaks it all down for you. Whether you’re hiring your first caregiver or building a full team, this will help you hire smarter—not harder.

Let’s get into it!

Check out this video, too:

Why Hiring the Right Team Matters

Your caregivers are the heart of your facility. They interact with residents daily, support families, and keep your operations running.

Ask yourself:

✅ What qualities do I want in a caregiver?
✅ Am I hiring someone full-time, part-time, or overnight?
✅ Do I need certifications like CPR or CNA?

Taking the time to define what you're looking for will make the process smoother and help you avoid costly mistakes.

Need guidance on this step? Apply to the Assisted Living Investing Mastermind to get expert feedback and support from Brandon.

Step 1: Create a Simple, Clear Caregiver Application

Start with a well-designed job application. It should be easy to complete and help you quickly spot who’s serious and who’s not.

Here’s what to include:

📌 Contact information and availability
📌 Previous work experience
📌 Certifications (like CPR, CNA, or first aid)
📌 Shift preferences (day, night, weekends)

💡 Want a ready-to-use caregiver application? Check out the Accelerator program to get started!

Step 2: Choose the Right Pay Structure

How you pay your staff matters—for your business and your team. Two popular options are:

✅ Hourly Pay – Easier to track and adjust by the hour
✅ Flat Rate Per Shift – Simplifies payroll and avoids overtime confusion

Whichever model you choose, make sure it’s clear, consistent, and matches your financial plan. Using a software like Gusto to help run payroll is also a life save!

💡 Use our free underwriting calculator to make sure payroll fits into your budget!

Step 3: Run Background Checks the Smart Way

Background checks help you protect your residents and your business, plus its a requirement in most states. But they can also cost money.

A smart approach is:

📌 Pay for it upfront
📌 If the employee quits in the first 60-90 days, reimburse yourself by deducting it from their final paycheck (make sure you have paperwork the employee signs before they start that says you'll do this)

Step 4: Handle Certifications Like a Pro

Many caregivers need certifications like CPR, med tech training, or food handler permits. You can offer to cover these costs—but protect yourself.

Here’s how:

✅ Cover the cost upfront
✅ Include a reimbursement policy if they leave early
✅ Put everything in writing

💡 A clear policy helps build trust and keeps your expenses predictable.

Step 5: Use Tools to Simplify Payroll & Onboarding

Managing payroll and onboarding doesn’t have to be overwhelming. Platforms like Gusto can help with:

📌 Tax documents and W-2s
📌 Direct deposit setup
📌 Employee onboarding and policies

This gives you more time to focus on your residents and less time buried in paperwork.

Step 6: Set Expectations from Day One

A smooth onboarding process helps your team hit the ground running. Make sure your new hires understand:

📌 What’s expected during each shift
📌 Dress code and conduct policies
📌 Rules around quitting or calling out

💡 Include consequences for no-call/no-shows or quitting without notice in your onboarding paperwork.

Next Steps: Build a Team That Supports Your Mission

Hiring doesn’t have to feel overwhelming. With the right process, you’ll build a team that’s dependable, professional, and aligned with your vision.

✅ Step 1: Download the Business Plan Checklist to start building your hiring system
✅ Step 2: Apply for the Assisted Living Investing Mastermind to get expert guidance
✅ Step 3: Follow this hiring guide and take action today!

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