What is a Home Care Aide?
A Home Care Aide is an individual who provides assistance to elderly and disabled individuals with activities of daily living or home care services. An affiliated Home Care Aide is employed by a Home Care Organization to provide home care services to a client and is registered on the Home Care Aide Registry. An independent Home Care Aide is not employed by a Home Care Organization; however, independent Home Care Aides can be listed on the Home Care Aide Registry and provide home care services through a direct agreement with a client.


What is The Home Care Aide Registry?
The Home Care Aide Registry is a website that verifies the status of registered Home Care Aides or Home Care Aide applicants. In addition, the Registry provides an online method for Home Care Aides to apply to be on the Registry and request renewal of registration.

Why would I need to search for a Home Care Aide?



By using the Registry Search, you can confirm the Home Care Aide that you may be interested in assisting loved ones and coming into the home has cleared a criminal record background check and has been approved as a registered caregiver.

If I am not registered on the Registry, will I be allowed to work in the Home Care Services field?



If you are not employed by a Home Care Organization, you do not have to be listed on the Registry. However, to provide clients with the sense of security they are seeking, it is highly recommended that caregivers become a registered Home Care Aide.

I am not affiliated to a Home Care Organization; do I still have to be registered on the Registry?



No, independent Home Care Aides do not have to be registered on the Home Care Aide Registry. However, to provide a sense of security to home care recipients, we recommend caregivers apply for registration as an independent Home Care Aide.

I have already received my Personal ID (PER ID), but I have lost it. How do I retrieve it?



You can call the Home Care Services Bureau at 1-877-424-5778 and ask for assistance.

My legal name has changed. What is the procedure for changing my name on the Registry?



You can fill out a Name/Address Change Form (#) form, then print it and mail it to California Department of Social Services Home Care Services Bureau 744 P Street, M.S. T8-3-90 Sacramento, CA 95814 .

Can I complete my application on a public computer?



A Home Care Aide can apply for registration on a public computer. However, please do not save information on the public computer as your personal identifying information will remain on the terminal.


Searching
To use the search feature, you need to know the Home Care Aide's first and last name in addition to their Personnel ID (PER ID / HCA ID). When you navigate to the search page, enter the first name, last name, and PER ID into the appropriate text boxes and click search.

If the search is successful, you will be taken to the Home Care Aide's Registry profile. You will see the information you have entered and the Home Care Aide's current application or registration status and expiration date.

What does the status mean?



The Home Care Aide's status refers to whether or not he or she is qualified to serve as a registered Home Care Aide. The following is a list of all possible statuses:

  • REGISTERED: The Home Care Aide has a cleared criminal history and is registered.
  • PENDING: The California Department of Social Services is currently processing the Home Care Aide's application.
  • DENIED: The Home Care Aide's application has been denied registration or is ineligible to apply for registration.
  • EXPIRED: The two year period for registration has elapsed and the Home Care Aide has not renewed registration.
  • CLOSED: The Home Care Aide has withdrawn his or her application.
  • FORFEITED: The Home Care Aide has surrendered his or her registration.
  • REVOKED: The Aide’s registration has been rescinded by the California Department of Social Services or is ineligible to apply for registration.
The expiration date listed reflects the date the Home Care Aide must renew his or her registration by.

The "Home Care Organization Affiliation" section contains a list of the Home Care Organizations that the Home Care Aide is associated to. If the entry is marked "Independent", then the Home Care Aide is self-employed.


Registration
To be on the Registry, you need to complete the registration application. You can do this by navigating to the "Registration" area of the page, located on the menu, or by printing and filling out a copy of the paper application form here and mailing it to the Home Care Services Bureau. In order to submit the application online, you will need to have a valid Visa, MasterCard, or Discover credit card. If you wish to submit a paper application, you will need to include a check or money order with the application package for payment of the application fee.

How much does it cost to be on the Registry?



Currently, the application fee is $25; however, that fee may change as costs for maintaining the Registry may change as well. The Home Care Aide's registration is valid for two (2) years, after which the registrant will need to renew his or her registration and pay the renewal fee.

I am unable to pay online. How do I get on the Registry?



In some rare occasions, the online registration service will not be able to process an application. There are many reasons for this, but in these cases the registrant will need to complete a paper application (HCS100.pdf) and mail it in with a check.

What happens after I have paid online?



After payment has been confirmed, you will be directed to a receipt page that will have the details of your transaction. These values are:

  • Registered Name: The name you applied with on the Registry application
  • Payment Amount: The fee paid for filing an application
  • Verification Code: A unique identifier for reference of payment included on your receipt
  • Transaction Date: The date the transaction occurred
  • PER ID/HCA ID (Personnel ID): A unique ID that will be used to refer to the applicant internally and for use on the search page
If you chose to enter an email address on the registration form, an emailed copy of the receipt will be sent to your email address for your reference. There will also be several options for a PDF copy of the receipt, and one of two forms (LiveScan or Transfer Form) that you will also need to print, sign, and submit according to instructions. The forms will be pre-populated with the information that was entered in the registration form; however, the forms should be thoroughly reviewed for any errors or sections that were not completed.

When will I be on the Registry?



Once the registration process is complete and payment is received, there will be an immediate entry in the Registry containing the information entered with the status set to PENDING. The time the registration process takes may vary depending on whether or not the applicant has already completed the fingerprint or transfer process. A letter stating the registration status will be sent to the mailing address specified in the Registry application. The applicant will be able to use the Registry Search page to check their status as well.


Renewal
Registration is valid for two (2) years from the date registration is approved, after which the registrant's status will be set to EXPIRED. If the registrant wishes to remain on the Registry and maintain his or her status, the registrant will need to pay the renewal fee when their renewal period begins and request renewal by completing a renewal application. A registrant may request renewal no earlier than sixty (60) days prior to their expiration date, and afterwards. However, if the expiration date lapses, the status will be set to EXPIRED. This will not prevent renewal.

How do I renew?



The renewal process is very similar to the initial registration. Registrants may access the renewal application by visiting the ‘Renewal’ section during their renewal period. The registrant will need to provide a valid Personnel ID (PER ID / HCA ID) on the renewal application that matches the identifying information provided (Date of Birth, Social Security Number, Driver's License, etc.). This is to ensure that the registrant is renewing the correct account. After the PER ID has been entered, the registrant completes the renewal application as they did the initial registration application, and pays renewal fees.

How much does it cost to renew?



The cost for renewal is the same as initial registration, and is currently set at $25. This fee may change with the costs of maintaining the Home Care Aide Registry, so this amount is subject to change in the future.

How do I renew my registration if I cannot pay online?



In some rare occasions, the online registration service will not be able to process an application. There are many reasons for this; however, in these cases the registrant will need to complete a paper application (HCS100.pdf) and mail it in with a check or money order for renewal fees to the Home Care Services Bureau.

What happens after I have paid online?



After payment has been confirmed, you will be directed to a receipt page that will have the details of your transaction. These values are:

  • Registered Name: The name you applied with on the Registry application
  • Payment Amount: The fee paid for filing an application
  • Verification Code: A unique identifier for reference of payment included on your receipt
  • Transaction Date: The date the transaction occurred
  • PER ID/HCA ID (Personnel ID): A unique ID that will be used to refer to the applicant internally and for use on the search page
If you chose to enter an email address on the registration form, an emailed copy of the receipt will be sent to your email address for your reference. There will also be several options for a PDF copy of the receipt, and one of two forms (LiveScan or Transfer Form) that you will also need to print, sign, and submit according to instructions. The forms will be pre-populated with the information that was entered in the registration form; however, the forms should be thoroughly reviewed for any errors or sections that were not completed.

When will my status on the Registry be updated?



Once the renewal process is complete and payment is received, there will be an immediate entry in the update containing any new information entered with the status reset to "PENDING". The typical time for a renewal to process barring any special circumstances is 24 hours.


Personnel ID (PER ID / HCA ID)
Personnel ID, PER ID, and HCA ID are identical terms and used interchangeably. The PER ID is a ten (10) digit number that uniquely identifies a Home Care Aide on the Registry. This number is generated upon successful application submission or a Home Care Aide may already have a PER ID if they have undergone the California Department of Social Services fingerprinting process previously. This PER ID will be used by anyone wishing to look up a registrant on the Registry, along with their first and last name.

Where do I find my PER ID or HCA ID?



Your PER ID / HCA ID was provided to you at the time of initial application submission. If you provided your email on your application, you should have a copy of the transaction receipt in your email. In addition, you should have been mailed a letter via US Postal Service

What do I do if I lost my PER ID or HCA ID?



You can call the Home Care Services Bureau at 1-877-424-5778, or email them at HCARegistry@dss.ca.gov.