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Documentation & Timeline

Every form. Where it goes. How long each step takes.

CareCheck files the paperwork for you. This guide is so nothing surprises you. Includes a printable PDF you can keep alongside your records.

Last updated

Download printable PDF Or check eligibility
Required documents

What you'll need to enroll.

Items in bold are typically required up front; the rest are gathered during onboarding.

SFC — Structured Family Caregiving

  • Government-issued ID for the caregiver.
  • Caregiver Social Security number (handled securely).
  • Proof of co-residence — utility bill, lease, or driver's license matching the loved one's address.
  • Loved one's Medicaid recipient number.
  • Loved one's signed consent for in-home care (CareCheck provides).
  • BCII background-check authorization.
  • SFC training enrollment forms.
  • Direct-deposit information for monthly payment.

HHA — Home Health Aide

  • Government-issued ID for the aide.
  • Aide's Social Security number.
  • Loved one's Medicaid recipient number.
  • Loved one's signed consent for in-home care.
  • BCII + FBI background-check authorization.
  • HHA training enrollment forms (75-hour state curriculum).
  • RN supervision agreement (CareCheck signs).
  • Direct-deposit information for bi-weekly payroll.
  • TB test result within last 12 months (typical agency requirement).
Typical timeline

From first eligibility check to first paycheck.

For families already on a Medicaid waiver. Add 1–3 months on the front end if not yet on a waiver — that path is on How it works.

Step When What we do What you do
1. Eligibility check Day 1 · 2 min Confirm waiver and program fit Answer a few online questions
2. Care-team intake call Within 1–3 days Walk through your situation Ask anything; share details
3. RN home visit Within 1–2 weeks Build the care plan Sign forms; meet your nurse
4. Training & paperwork Within 1–2 weeks File state forms; schedule training Complete training around your week
5. State approval Within 1–2 weeks Follow up with the state —
6. Services begin Week 4–6 First deposit lands or first visit Provide care; submit care notes
State-specific compliance

Where each form actually goes.

You sign; we file. So you know what's happening behind the scenes:

FormGoes to
Eligibility checkCareCheck
Care plan (drafted by RN)Ohio Department of Medicaid via the AAA
BCII / FBI background checkOhio BCII / FBI
Training recordsHeld by CareCheck; available to state on audit
Care notes (caregiver-submitted)CareCheck; filed for state audits
Tax forms (W-2, 1099)Caregiver/aide via secure portal; IRS
Recertification (annual)Ohio Department of Medicaid via the AAA
After approval

What to expect once services begin.

Month 1

First SFC deposit lands on your set monthly date. First HHA pay period falls on the standard bi-weekly schedule. Care notes start.

Ongoing

Your CareCheck registered nurse coach checks in regularly (in-home or by video). Care notes get filed monthly. Recertification happens once a year.

If anything changes

Level of care, address, finances, family structure — call us. We update the care plan with the state.

Need the comprehensive guide? Ohio Medicaid family caregiving overview. Or jump to specific questions: FAQ.

Ready to start?

Two-minute eligibility check, or download the PDF and use it during the call.

Check Your Eligibility Download checklist (PDF)