Free templates for home care agencies
Six templates you can download and use immediately. No email address, no signup, and no form standing between you and a timesheet.
Free to copy, edit and reuse, including commercially and including inside a franchise manual. No attribution required. Each one lists what it cannot do as well as what it can, because a template that overstates itself causes more damage than a blank page.
Spreadsheets
Open in Excel, Google Sheets or Numbers. Each has a header row and one example row marked EXAMPLE, which you delete.
Caregiver timesheet
CSVA week of visits per caregiver, with the columns payroll providers actually ask for: date, client, service, time in, time out, unpaid break and total hours.
Reach for it when: You are still collecting hours on paper or by text message and want one consistent format everybody fills in the same way.
What it cannot do: It does not calculate pay. Overtime, travel time between clients and state wage rules are legal questions for your payroll provider or an accountant, and a template that guessed at them would be worse than useless.
Download CSVWeekly schedule
CSVCaregiver, client, service, day, start and end, with a column for access notes like a key safe or a gate code.
Reach for it when: You are planning next week somewhere other than your own head, or handing over to somebody covering the office.
What it cannot do: It cannot catch a double booking. That is the one thing a spreadsheet will never do for you, because a spreadsheet does not know that a person cannot be in two houses at nine.
Download CSVMissed and late visit log
CSVScheduled start against actual start, the issue, the reason given, what you did about it, and who closed it out.
Reach for it when: A payer or a family asks what happened on a specific date, or you want to see whether late starts cluster around one caregiver, one client or one time of day.
What it cannot do: It only contains what somebody remembered to write down, which is the underlying problem. A log filled in on Friday from memory is a record of memory, not of visits.
Download CSVCaregiver mileage log
CSVDate, route, purpose, odometer readings and miles, for reimbursement records.
Reach for it when: Caregivers drive between clients and you reimburse mileage, or you need a record for your accountant.
What it cannot do: It does not tell you whether the travel time is compensable, or at what rate mileage should be reimbursed. Both vary by state and by how the work is classified.
Download CSVDocuments
Plain text, so they open in Word, Google Docs or any editor and you can paste them straight into your own handbook.
Caregiver onboarding checklist
Plain textEverything from application through first shift and the 30 day review, with the items that vary by state marked so you know which ones to look up.
Reach for it when: You are hiring your third or fourth caregiver and realizing you did it differently each time.
What it cannot do: It cannot tell you your state's orientation hours, background check requirements or supervisory visit intervals. Those items are marked so you know exactly which lines to confirm with your licensing agency.
Download Plain textEVV policy and procedure starter
Plain textA thirteen section skeleton covering scope, capture methods, what happens when capture fails, manual corrections, retention and training. Roughly a third of it is blanks you fill in.
Reach for it when: A payer or a surveyor has asked for your EVV policy and you do not have one written down.
What it cannot do: It does not make your agency compliant and it is not legal advice. EVV rules are set state by state, and a policy copied unchanged is worse than none because it claims a process you do not follow. Every line marked confirm needs checking against your state Medicaid agency.
Download Plain textAbout the EVV policy template in particular
EVV rules are set state by state. Which system you must use, your correction window, how long records are kept and what you have to report all differ by where you operate and which payers you contract with.
A policy downloaded and filed unchanged is worse than no policy, because it states a process your agency does not actually follow, and that is exactly the kind of gap a survey finds. Every item that varies is marked in the file. Confirm each one with your state Medicaid agency before you adopt it, and read your state EVV guide first if you have not already.
When a spreadsheet stops being the right answer
These are genuinely good enough for a lot of agencies, and we would rather you used them than bought something you do not need. With four caregivers and one payer, a spreadsheet and a group chat is a working system.
What a template cannot do is tell you something you do not already know. The timesheet records what a caregiver wrote down. The visit log records what somebody remembered on Friday. Neither one tells you at 9:32 on Tuesday that nobody arrived at a client's house, and no amount of formatting will change that.
The spreadsheet comparison sets out where the line actually falls, and it gives spreadsheets five of the twelve rows. If you would rather answer a question than read a page, the free tools cover readiness, hours and cost.
Questions
Do I have to give you an email address?
No. Every file downloads directly from the link. There is no form, no signup and no mailing list, because gating a timesheet behind an email address would be a strange way to treat somebody who just needs a timesheet.
Can I edit them and use them commercially?
Yes. Copy them, rebrand them, cut sections, put your own logo on them, include them in a franchise operations manual. No attribution required and no permission needed. If your state or regional home care association wants to distribute them to members, that is fine too.
What do I open a CSV with?
Excel, Google Sheets, Numbers, or any spreadsheet program. Each one has a header row and a single example row marked EXAMPLE, which you delete before use. The plain text files open in Word, Google Docs, TextEdit or any editor.
Will the EVV policy template pass a survey?
Not on its own, and we would be doing you real harm by suggesting otherwise. It is a structure with blanks. Roughly a third of it needs your own answers, and the items that vary by state are marked so you know which ones to confirm with your state Medicaid agency and your contracted payers before you adopt it.
Are these trying to sell me something?
Only in the sense that we make software that does some of this automatically, and the templates make that fairly obvious by the fourth week of filling one in by hand. But plenty of agencies use spreadsheets successfully and should carry on. The templates work whether or not you ever buy anything.
General information, not legal advice
This page explains federal rules in plain language. It is not legal advice and it is not an official source. EVV requirements are set and enforced by your state Medicaid agency, they change, and your state's rules govern what you actually have to do. Confirm anything that matters with your state agency before acting on it. CareVerify is not affiliated with any state Medicaid agency, with CMS, or with any EVV aggregator or vendor.
If these are useful to your state or regional home care association, you are welcome to distribute them to members. No permission needed and no attribution required. If you spot something wrong in one, or there is a template you keep wishing existed, tell us.