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 editable templates mapped to 12VAC5-381, section by section, so you can stop starting from a blank page.
Word (.docx) and Excel files you can edit. Built from the Virginia Administrative Code, 12VAC5-381. Templates only; not legal advice.
Inside the Virginia kit
- Start Here guide with a step-by-step licensing roadmap and checklist
- Regulation crosswalk spreadsheet mapping 12VAC5-381 to each document
- 5 policy & procedure manual volumes with [BRACKETED] fill-ins
- 6 ready-to-edit forms for clients and staff
- Citations to specific 12VAC5-381 sections throughout
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
13 editable files: a Start Here guide, a regulation crosswalk, 5 policy volumes, and 6 forms. The bundle adds the family caregiver guide. Everything is in Word or Excel so you can customize it.
Start Here Guide
Who the kit is for, official sources, license basics, and a five-step roadmap: entity and staffing, policies and readiness, applying through the VDH OLC portal, inspection, and ongoing compliance. Includes a master application checklist.
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
6 Forms
- Client Service Agreement
- Client Rights Acknowledgement
- Complaint Intake & Resolution
- Incident / Unusual Occurrence Report
- Employee Orientation Checklist
- Home Attendant Competency Checklist
Bonus in the bundle
"Getting Paid as a Family Caregiver in Virginia," an educational guide to consumer-directed care, Veteran programs, and other options. Learn more.
Who it's for
The kit is built for Virginia founders planning to provide personal care (non-medical) services in clients' homes.
A good fit if you are
- Starting a new personal care agency in Virginia
- 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 Word and Excel files after checkout.
Customize
Replace every [BRACKETED] field with your agency's details and choices. Use the crosswalk to track coverage.
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
One-time purchase. Digital download. Prices in USD.
Family Caregiver Guide
For families exploring paid caregiving options in Virginia.
- Consumer-directed care under the CCC Plus Waiver
- Adult children vs. spouses: who can be paid
- Veteran-Directed Care and Aid & Attendance
- Call scripts, checklists, FAQs
Kit + Caregiver Guide Bundle
Everything in the kit, plus the family caregiver guide.
- All 13 kit files: guide, crosswalk, 5 policy volumes, 6 forms
- Getting Paid as a Family Caregiver in Virginia
- Editable Word and Excel formats
- Citations to 12VAC5-381 sections
Virginia Licensing & Policy Kit
For people starting a personal care agency.
- Start Here guide and licensing roadmap
- Regulation crosswalk spreadsheet
- 5 policy & procedure volumes
- 6 client and staff forms
By purchasing you agree to the Terms and Refund Policy. Templates are not legal advice and do not guarantee licensure.
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.
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?
Microsoft Word (.docx) for the guide, policies, and forms, and Excel (.xlsx) for the crosswalk. They 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.
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