Virginia Home Care Agency Licensing & Policy Kit
Starting a personal care agency in Virginia? You need written policies before you apply for a Home Care Organization license. This kit gives you templates mapped to 12VAC5-381, section by section, so you can stop starting from a blank page. Pick the version that fits you: caring for family, running a business on your own, or a company with employees.
Fillable PDFs with clickable links to official forms, plus editable Word (.docx) versions. Built from the Virginia Administrative Code, 12VAC5-381. Templates only; not legal advice.
Inside the Virginia kit
- Fillable PDFs with clickable links to the official forms you need
- Editable Word versions of every document
- 3 versions: Family Provider, Sole Provider, and Company with Employees
- Start Here guide with a step-by-step roadmap and official forms checklist for your path
- Policy & procedure manuals mapped to 12VAC5-381 (Sole Provider and Company)
Why written policies matter in Virginia
Virginia requires a license to operate a home care organization that provides personal care. The regulations require written policies and procedures approved by your governing body, and the state can inspect your agency.
Policies are required
The organization "shall implement written policies and procedures approved by the governing body," covering topics from admission and discharge to infection control and complaints.
The fee is $1,500
VDH OLC collects $1,500 for each initial and renewal license application, and it is nonrefundable. Licenses run for three years. An incomplete application costs you time.
Apply 60 days ahead
A completed initial application must be submitted at least 60 days before your planned opening date. Have your documents ready before you file.
Source: Virginia Administrative Code, 12VAC5-381, law.lis.virginia.gov. Fee amount per 12VAC5-381-70 (effective May 22, 2025). Always confirm current requirements with VDH OLC.
What's inside the kit
Every version comes as fillable PDFs with clickable links to official forms, plus editable Word versions and a Start Here guide. The tags on each item show which versions include it.
Start Here Guide
Which path fits you, official sources, and a step-by-step roadmap. Business versions add license basics and a five-step roadmap: entity and staffing, policies and readiness, applying through the VDH OLC portal, inspection, and ongoing compliance. Each version includes an official forms checklist with links for its path.
Regulation Crosswalk (.xlsx)
A spreadsheet mapping each 12VAC5-381 requirement for a written policy or document to the kit file and policy ID that addresses it, with notes on items to confirm. Plus a tab of official links.
Vol. 1: Administration & Governance
- Governing body and administrator
- Policy approval and annual review
- Financial controls, reserve funds, billing, refunds
- Insurance minimums, contracts, telemonitoring, variances
Vol. 2: Personnel & Training
- Personnel practices and records
- Criminal background checks and sworn disclosure
- Home attendant qualifications (12VAC5-381-290)
- Orientation, 12-hour annual inservice, competency
- Sample job descriptions
Vol. 3: Client Services & Rights
- Admission, discharge, and termination notice
- Informed consent and advance directives
- Client rights and complaint handling
- RN-developed plan of services and supervision
Vol. 4: Safety, Infection Control & QI
- Medication assistance scope
- Quality improvement program and committee
- Mandated abuse, neglect, exploitation reporting
- Infection control, emergency plan, on-call, incidents
Vol. 5: Records & Confidentiality
- Client record system and contents
- Confidentiality and HIPAA considerations
- Retention periods and closure of operations
Client & Staff Forms
- Client Service Agreement
- Client Rights Acknowledgement
- Complaint Intake & Resolution
- Incident / Unusual Occurrence Report
- Employee Orientation Checklist (Company)
- Home Attendant Competency Checklist (Company)
Hiring & Employer Forms
- EIN and Virginia withholding registration
- VEC unemployment insurance account
- Form I-9 and new hire reporting
- Workers' compensation checklist
- Hiring and onboarding checklists
Family Caregiver Path
"Getting Paid as a Family Caregiver in Virginia": Medicaid consumer direction through CCC Plus / Cardinal Care and the Virginia family caregiver program, plus a fillable personal care agreement and caregiver time log. Learn more.
Who it's for
The kit is built for Virginians who provide personal care (non-medical) services, from family caregivers to founders of a new agency.
A good fit if you are
- Caring for a parent or relative and want to get paid (Family Provider)
- Starting a licensed personal care business on your own (Sole Provider)
- Starting a personal care agency with employees (Company with Employees)
- An experienced caregiver, nurse, or administrator going out on your own
- A consultant who wants an organized starting point for a client's policy manual
- An existing agency owner who wants to compare your manual against 12VAC5-381
Not the right fit if you
- Plan to provide skilled nursing, therapy, or pharmacy services (extra regulations apply that this kit does not cover)
- Need Medicare certification or national accreditation documents
- Want someone to file your application or give legal advice
- Operate outside Virginia (join the waitlist for other states)
How it works
Templates save drafting time. You still customize them, and your attorney still reviews them.
Download
Get instant access to the fillable PDFs and Word files for your version after checkout.
Customize
Fill in the PDFs or replace every [BRACKETED] field in Word. Use the official forms checklist to open each form you need.
Review & adopt
Have a Virginia attorney review the final documents. Your governing body approves and adopts the manual.
Apply
Follow the Start Here roadmap to apply through the VDH OLC portal and prepare for inspection.
Pricing
Three versions of the Virginia kit. Pick the one that fits you. One-time purchase. Digital download. Prices in USD.
Family Provider
For someone caring for a parent or relative only.
- Getting Paid as a Family Caregiver guide: Medicaid consumer direction via CCC Plus / Cardinal Care and the Virginia family caregiver program
- Fillable personal care agreement
- Caregiver time log
- Family path official forms checklist with links
Sole Provider
For one person starting a licensed home care business with no employees.
- Licensing roadmap
- Policy & procedure manuals mapped to 12VAC5-381
- Client forms
- Sole provider official forms checklist with links
Company with Employees
For a home care agency that will hire staff.
- Everything in Sole Provider
- Hiring, onboarding, and employer forms: EIN, VEC, withholding, I-9, new hire reporting, workers' comp checklist
- Regulation crosswalk spreadsheet
- Family caregiver guide included
Every version includes fillable PDFs with clickable links to official forms, editable Word versions, and a Start Here guide.
By purchasing you agree to the Terms and Refund Policy. Templates are not legal advice and do not guarantee licensure or payment.
Frequently asked questions
Is this legal advice?
No. These are templates and educational materials. We are not a law firm. Have a qualified Virginia attorney review your final documents before you rely on them or submit them.
Are you affiliated with the Virginia Department of Health?
No. BreezeBinder is independent and is not affiliated with, endorsed by, or approved by VDH or its Office of Licensure and Certification. We cite the public regulations; VDH makes all licensing decisions.
Which version should I buy?
Choose Company with Employees if you will hire staff, Sole Provider if you will run a licensed business by yourself with no employees, and Family Provider if you only care for a parent or relative. Company with Employees includes everything in Sole Provider plus the family caregiver guide.
Does buying the kit guarantee my license will be approved?
No. Approval depends on your complete application, your staffing, insurance, reserve funds, how you customize and follow your policies, and VDH's review and inspection.
Which services does the kit cover?
Personal care (non-medical) services under 12VAC5-381, including Part V (12VAC5-381-360). It does not cover skilled nursing, therapy, or pharmacy services, which have additional requirements.
I only plan to offer companion or homemaker services. Do I need a license?
Virginia's regulation says the chapter does not apply to providers of only homemaker, chore, or companion services as defined in 12VAC5-381-10, but the line between those services and personal care matters. Confirm your situation with VDH OLC before relying on any exemption.
What format are the files in?
Every version includes fillable PDFs with clickable links to official forms, plus editable Microsoft Word (.docx) versions. The Company with Employees version adds the regulation crosswalk in Excel (.xlsx). Word files open in Word, Google Docs, LibreOffice, and Pages.
How current is the kit?
The current draft is based on 12VAC5-381 as published on law.lis.virginia.gov, including the fee amendment effective May 22, 2025. Each file shows a version date. Regulations change, so always check the current Virginia Administrative Code and VDH OLC guidance.
Can I get a refund?
Because these are instant digital downloads, sales are generally final once files are downloaded. See the Refund Policy for the limited exceptions.
Do you offer kits for other states?
Not yet. Join the waitlist below and tell us which state you need.
Get updates and new states
Join the list for launch updates, regulation change notices, and new state kits. No spam. Unsubscribe anytime.