Caregiver Performance Review Template
A one-page caregiver review built on real data: check-ins, call-outs, notes and client feedback. Do it at 90 days and yearly, rate 1 to 4, end with two goals.
By Caregiver Scheduling Team ·
A caregiver performance review should cover reliability, quality of care, documentation, communication and client feedback, using real data where you have it: on-time check-ins, call-outs, notes completed and client comments. Keep it to one page, do it at 90 days and then yearly, and end with one or two goals the caregiver helped set.
What should a caregiver review cover?
Eight areas, each rated 1 to 4 and backed by a fact you can point to. The template below fits on one page.
Caregiver ______ Reviewer ______ Period ______
| Area | Rating (1–4) | Evidence to bring |
|---|---|---|
| Attendance and punctuality | Call-outs, late check-ins, no-shows | |
| Care quality | Supervisory visit notes, client feedback | |
| Following the care plan | Task checklists completed per visit | |
| Documentation | Visit notes complete and submitted on time | |
| Communication with the office | Reports changes in condition, answers messages | |
| Client and family relationships | Family comments, requests for this caregiver | |
| Safety | Incident reports, safe transfers, infection control | |
| Teamwork and flexibility | Open shifts picked up, help with coverage |
Strengths ______ One or two goals ______ Training needed ______ Caregiver comments ______
Signatures and date.
How often should you review caregivers?
At 90 days and then once a year, with supervisory visits in between. The 90-day review matters most. Activated Insights puts the peak retention risk in the first 100 days, and the Home Care Association of America reports that its 2025 Benchmarking Report measured caregiver turnover at 75.0% in 2024, down from 79.2%. A review at 90 days is your best chance to fix a problem before the caregiver leaves.
Medicare-certified home health agencies have a stricter schedule you can borrow as a benchmark. Under 42 CFR 484.80(h), a nurse must assess aide services every 14 days when the patient also gets skilled care, and visit every 60 days when the patient gets aide services only. The same rule requires 12 hours of in-service training a year. Non-medical agencies are not bound by it, but a supervisory visit every 60 to 90 days per client is a reasonable standard. Check your state’s licensing rules in our training requirements tool.
What data should you bring to the review?
Facts from the last review period, not impressions from last week. Pull these before you sit down:
- Attendance: call-outs, late arrivals and no-shows, with dates. See the call-out policy.
- Punctuality: share of visits checked in within 10 minutes of the scheduled start.
- Documentation: share of visits with a complete note and task list the same day.
- Client feedback: two or three comments from families, gathered the week before.
- Supervisory visit: your own observation of a transfer, a meal or a bath.
A reviewer who says “you were late a lot” starts an argument. One who says “you checked in more than 10 minutes late on 6 of 48 visits” starts a conversation.
How do you rate fairly across caregivers?
Define each number once and use the same definitions for everyone.
| Rating | Meaning | Example for attendance |
|---|---|---|
| 4 | Exceeds expectations | No call-outs, on time 98% or better |
| 3 | Meets expectations | One call-out with notice, on time 95% or better |
| 2 | Needs improvement | Two or more call-outs, or late more than 10% of visits |
| 1 | Unacceptable | A no-call no-show, or a pattern of lateness |
Most caregivers should land at 3. If everyone is a 4, the scale is not telling you anything.
Should reviews affect pay?
Yes, in a predictable way. Tie raises to the yearly review and to tenure, and publish the scale so caregivers know what a 3 or a 4 earns. The national median wage for home health and personal care aides was $17.21 an hour in May 2025, and most markets pay close to it. A 50-cent raise for a strong review costs about $1,000 a year for a full-time caregiver. Replacing that caregiver costs far more. See the cost of caregiver turnover and the retention calculator.
What do you do with a poor review?
Write a 30-day improvement plan with one or two specific targets, a check-in date and the support you will provide. Targets should be measurable: “no late check-ins in the next 30 days,” not “be more reliable.” If the problem is skill, schedule training or a shadow shift. If it is a client mismatch, move the caregiver before you give up on them. See caregiver-client matching. Document the plan and both signatures.
How Caregiver Scheduling handles this
Geofenced check-ins give you on-time rates per caregiver, completed task checklists show care plan follow-through, and visit notes show documentation habits, so every row of the template above has a number behind it. Messaging keeps a record of how quickly a caregiver responds to the office. $199/month for up to 10 caregivers or $299/month for up to 50, free for 30 days.
FAQ
How often should caregivers be reviewed? At 90 days and then yearly, with a supervisory visit every 60 to 90 days per client or as your state requires.
Should reviews affect pay? Yes. Tie raises to the yearly review and tenure, and publish the scale so caregivers know what earns a raise.
What if a caregiver disagrees with the rating? Write their comments on the form and sign it together. Disagreement over facts usually means you need better data next time.
Is a review required by law? Not for most non-medical agencies. Medicare home health rules require supervisory visits and 12 hours of annual in-service training, and some states have their own supervision rules.
This article is general information, not legal advice. Check your state’s home care licensing and supervision rules.