---
title: How do I get my aging parent's documents in order?
description: The legal, medical, and financial documents to gather for an aging parent, plus the paperwork you need to hire an in-home caregiver.
image: https://info.homeworksolutions.com/hubfs/HWS-How-do-I-get-my-aging-parents-documents-in-order.jpg
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# How do I get my aging parent's documents in order?

Posted by [HomeWork Solutions](https://info.homeworksolutions.com/blog/author/homework-solutions) on 10/14/26, 11:43 AM

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How do I get my aging parent's documents in order?

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If you've started to wonder whether Mom or Dad might need more help at home, you're already doing something loving: thinking ahead. It can feel heavy, and it's okay that it does.

Here's the short answer. Getting an aging parent's documents in order comes down to three things: legal documents that let someone you trust act on their behalf, medical documents that spell out their wishes and let you talk to their doctors, and a clear picture of their finances. If you hire an in-home caregiver directly, your family also becomes a household employer, and that comes with its own paperwork. The best time to pull all of it together is now, while your parent can take part in every decision.

## Why do this before care is needed?

Most of these documents only work if your parent signs them while they can still understand and make their own decisions. If a health crisis comes first, the family may have to go to court for a guardianship or conservatorship, which takes time and money you'd much rather spend on care.

There's a gentler reason, too. Doing this together, before anything is urgent, means your parent's own voice guides what happens next. That's a gift to them and to you.

## Which legal documents does my parent need?

There are four to start with. The first is a durable financial power of attorney, which names someone (called the agent) to handle money, bills, and accounts. "Durable" means it stays in effect even if your parent can no longer make decisions. The second is a healthcare power of attorney, sometimes called a healthcare proxy, which names someone to make medical decisions if your parent can't.

Then there's the will, and a trust if they have one. And don't forget beneficiary designations on retirement accounts and life insurance. Those pass to whoever is named on the account, not through the will, so it's worth checking that they're current.

Rules and forms vary by state, so an elder law attorney is the right person to draft or review all of this. While you're there, ask about one detail almost nobody thinks of: if there's any chance you'll hire in-home help, make sure the financial power of attorney clearly lets the agent hire and pay household employees and handle tax matters for your parent. That language is what lets you sign payroll forms and file your parent's household employment taxes later without running into roadblocks.

## What about medical records and finances?

On the medical side, your parent will want an advance directive (sometimes called a living will) that lays out their wishes for care. Add a HIPAA authorization, a short form that gives doctors permission to talk with you. Without it, even a devoted adult child can be kept out of the loop. It also helps to keep a current list of doctors, medications, allergies, and the pharmacy, along with copies of their Medicare, supplemental, and any long-term care insurance cards. The National Institute on Aging has a helpful [checklist for getting your affairs in order](https://www.nia.nih.gov/health/advance-care-planning/getting-your-affairs-order-checklist-documents-prepare-future) if you want something to work from.

For finances, you don't need to take anything over. You just need to know where things are. A simple list goes a long way:

- Bank, retirement, and investment accounts, and where the statements arrive
- Income like Social Security and pensions
- Monthly bills and how they get paid
- Property deeds, car titles, and the last few years of tax returns
- Where passwords are kept (a password manager is safer than a notebook)

## What changes if we hire an in-home caregiver?

This is the part that surprises most families. If you hire a caregiver directly, rather than through an agency that employs them, and your family decides what work gets done and how, that caregiver is generally your household employee, not an independent contractor ([IRS Publication 926](https://www.irs.gov/publications/p926)). For 2026, once you pay a household employee $3,000 or more in cash wages in a year, Social Security and Medicare taxes apply. That number changes most years, so check the IRS site or the HWS blog at the change of year.

Here's what you'll want in place before the first paycheck:

- A federal employer ID number (EIN), which is separate from anyone's Social Security number. HWS acquires these for clients, so they don’t have to.
- Your state employer registrations, usually for unemployment tax and, in most states, income tax withholding. HWS also acquires these registrations for clients.
- A completed Form I-9, with supporting documents confirming your caregiver can legally work in the U.S.
- A Form W-4, if your caregiver wants federal income tax withheld and you agree (it's optional for household employees, but it makes tax time much easier for them).
- A written work agreement covering duties, schedule, pay, overtime, and time off.
- Workers' compensation coverage, which many states require for household employees.
- A simple way to track hours and pay.

Workers' comp deserves a second look. Caregiving is physical work, with lifting, transfers, and long days on your feet, and a homeowner's policy won't cover an employee's injury.

You'll also need to determine who the employer actually is. Often it's your parent, since the care is for them and it's usually their money paying for it, with you acting on their behalf under the power of attorney. But it depends on who pays and who directs the work, and the employer's name and tax ID go on every form. It's one of the first questions we sort out with families.

## What if the caregiver is a family member?

Lots of families pay an adult child, grandchild, or other relative to help. It's a lovely arrangement, but the IRS family exceptions mostly don't apply here. Wages a parent pays their own child are only excluded from Social Security and Medicare if the child is under 21 (IRS Publication 926). So a paid adult family caregiver is usually treated like any other household employee.

If Medicaid might help pay for long-term care down the road, put the arrangement in writing with a personal care agreement. Medicaid reviews past transfers of money (most states look back five years), and a written agreement helps show those payments were fair pay for real work, not gifts. This is another one for the elder law attorney.

## Where should we keep everything?

Keep the originals in one secure place, like a fireproof box or a secure digital vault, and make sure the people named as agents know where to find it. Your parent's attorney may hold originals too. Then look everything over once a year, and again after any big change like a move, a new diagnosis, or a shift in care.

## Questions we hear a lot

**When should my parents get their documents in order?**

Now, at any age. These documents are easiest to create while your parent is healthy and making every decision themselves, long before anyone needs to use them.

**What if my parent can no longer sign a power of attorney?**

The family may need to ask a court to appoint a guardian or conservator. The process varies by state and can take months, so talk with an elder law attorney as soon as you can.

**Do I have to handle payroll if the caregiver comes through an agency?**

Usually not, if the agency is the caregiver's employer and handles their taxes. But some agencies only make the match, which leaves your family as the employer. The simplest way to find out is to ask, "Who issues the caregiver's W-2?"

**Can I just pay my parent's caregiver in cash?**

You can pay by any method, but the wages still need to be reported. Paying off the books leaves your caregiver without Social Security credits, unemployment protection, or proof of income, and it can leave your family facing back taxes and penalties. Doing it right from the start protects everyone and prevents delays at critical times, such as transitions from home to facility care.

If you'd like to dig a little deeper, our [senior caregiver payroll page](https://www.homeworksolutions.com/hiring-senior-or-disability-care/) walks through how we set up and run payroll when a family hires in-home care, and our [state-specific household employer tip sheets](https://www.homeworksolutions.com/knowledge-center/household-employment-laws-by-state/) cover the basics for families becoming employers for the first time.

You have enough to manage right now, and this is one thing you don't have to carry yourself. HomeWork Solutions has helped families like yours since 1993, and when you call, a real person who knows senior care picks up the phone. [Schedule a free consultation](https://www.homeworksolutions.com/contact-us/), and we'll get everything set up the right way, so you can spend your time with your parent instead of on tax forms.

 Topics: [senior](https://info.homeworksolutions.com/blog/topic/senior), [household employee vs independent contractor](https://info.homeworksolutions.com/blog/topic/household-employee-vs-independent-contractor), [aging parent documents checklist](https://info.homeworksolutions.com/blog/topic/aging-parent-documents-checklist), [healthcare power of attorney](https://info.homeworksolutions.com/blog/topic/healthcare-power-of-attorney), [power of attorney for elderly parent](https://info.homeworksolutions.com/blog/topic/power-of-attorney-for-elderly-parent), [hiring an in-home caregiver](https://info.homeworksolutions.com/blog/topic/hiring-an-in-home-caregiver), [paying a family member as caregiver](https://info.homeworksolutions.com/blog/topic/paying-a-family-member-as-caregiver), [Social Security and Medicare taxes for caregivers](https://info.homeworksolutions.com/blog/topic/social-security-and-medicare-taxes-for-caregivers), [What documents does my aging parent need?](https://info.homeworksolutions.com/blog/topic/what-documents-does-my-aging-parent-need), [Is an in-home caregiver a household employee?](https://info.homeworksolutions.com/blog/topic/is-an-in-home-caregiver-a-household-employee), [Do I have to pay taxes on my parent’s caregiver?](https://info.homeworksolutions.com/blog/topic/do-i-have-to-pay-taxes-on-my-parents-caregiver), [Can I pay my parent’s caregiver in cash?](https://info.homeworksolutions.com/blog/topic/can-i-pay-my-parents-caregiver-in-cash), [Can I pay a family member to care for my parent?](https://info.homeworksolutions.com/blog/topic/can-i-pay-a-family-member-to-care-for-my-parent), [Senior Care Document Planning](https://info.homeworksolutions.com/blog/topic/senior-care-document-planning), [workers’ compensation for household employees](https://info.homeworksolutions.com/blog/topic/workers-compensation-for-household-employees)

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- [overtime (1)](https://info.homeworksolutions.com/blog/topic/overtime)
- [overtime for nannies (1)](https://info.homeworksolutions.com/blog/topic/overtime-for-nannies)
- [overtime rules for household workers (1)](https://info.homeworksolutions.com/blog/topic/overtime-rules-for-household-workers)
- [paid on the books (1)](https://info.homeworksolutions.com/blog/topic/paid-on-the-books)
- [pay a nanny legally (1)](https://info.homeworksolutions.com/blog/topic/pay-a-nanny-legally)
- [pay for household employees (1)](https://info.homeworksolutions.com/blog/topic/pay-for-household-employees)
- [pay nanny (1)](https://info.homeworksolutions.com/blog/topic/pay-nanny)
- [pay nanny cash (1)](https://info.homeworksolutions.com/blog/topic/pay-nanny-cash)
- [pay stub (1)](https://info.homeworksolutions.com/blog/topic/pay-stub)
- [pay stubs for caregivers (1)](https://info.homeworksolutions.com/blog/topic/pay-stubs-for-caregivers)
- [paycheck (1)](https://info.homeworksolutions.com/blog/topic/paycheck)
- [paying a caregiver legally (1)](https://info.homeworksolutions.com/blog/topic/paying-a-caregiver-legally)
- [paying a family member as caregiver (1)](https://info.homeworksolutions.com/blog/topic/paying-a-family-member-as-caregiver)
- [paying a nanny cash (1)](https://info.homeworksolutions.com/blog/topic/paying-a-nanny-cash)
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- [paying nanny cash (1)](https://info.homeworksolutions.com/blog/topic/paying-nanny-cash)
- [paying nanny under the table consequences (1)](https://info.homeworksolutions.com/blog/topic/paying-nanny-under-the-table-consequences)
- [paying nanny under the table, (1)](https://info.homeworksolutions.com/blog/topic/paying-nanny-under-the-table)
- [payroll for dads caregiver (1)](https://info.homeworksolutions.com/blog/topic/payroll-for-dads-caregiver)
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- [payroll for nanny (1)](https://info.homeworksolutions.com/blog/topic/payroll-for-nanny)
- [payroll services for families (1)](https://info.homeworksolutions.com/blog/topic/payroll-services-for-families)
- [payroll withholding (1)](https://info.homeworksolutions.com/blog/topic/payroll-withholding)
- [power of attorney for elderly parent (1)](https://info.homeworksolutions.com/blog/topic/power-of-attorney-for-elderly-parent)
- [premium tax credits (1)](https://info.homeworksolutions.com/blog/topic/premium-tax-credits)
- [private caregiver (1)](https://info.homeworksolutions.com/blog/topic/private-caregiver)
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- [professional nanny role (1)](https://info.homeworksolutions.com/blog/topic/professional-nanny-role)
- [retirement savings account (1)](https://info.homeworksolutions.com/blog/topic/retirement-savings-account)
- [self-employed tax write-offs (1)](https://info.homeworksolutions.com/blog/topic/self-employed-tax-write-offs)
- [senior care at home (1)](https://info.homeworksolutions.com/blog/topic/senior-care-at-home)
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- [senior care payroll (1)](https://info.homeworksolutions.com/blog/topic/senior-care-payroll)
- [senior care tax help (1)](https://info.homeworksolutions.com/blog/topic/senior-care-tax-help)
- [senior caregiver CalSavers (1)](https://info.homeworksolutions.com/blog/topic/senior-caregiver-calsavers)
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- [senior caregiver tax deduction (1)](https://info.homeworksolutions.com/blog/topic/senior-caregiver-tax-deduction)
- [seniors and driving (1)](https://info.homeworksolutions.com/blog/topic/seniors-and-driving)
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- [sleep time caregiver pay (1)](https://info.homeworksolutions.com/blog/topic/sleep-time-caregiver-pay)
- [sleep time exemption (1)](https://info.homeworksolutions.com/blog/topic/sleep-time-exemption)
- [small employer payroll (1)](https://info.homeworksolutions.com/blog/topic/small-employer-payroll)
- [state overtime laws for domestic workers (1)](https://info.homeworksolutions.com/blog/topic/state-overtime-laws-for-domestic-workers)
- [stress-free payroll solutions (1)](https://info.homeworksolutions.com/blog/topic/stress-free-payroll-solutions)
- [summer childcare (1)](https://info.homeworksolutions.com/blog/topic/summer-childcare)
- [talking to a caregiver about issues (1)](https://info.homeworksolutions.com/blog/topic/talking-to-a-caregiver-about-issues)
- [tax documents caregiver (1)](https://info.homeworksolutions.com/blog/topic/tax-documents-caregiver)
- [tax documents nanny (1)](https://info.homeworksolutions.com/blog/topic/tax-documents-nanny)
- [tax documents nanny employer (1)](https://info.homeworksolutions.com/blog/topic/tax-documents-nanny-employer)
- [tax withholding (1)](https://info.homeworksolutions.com/blog/topic/tax-withholding)
- [tax withholding for employees (1)](https://info.homeworksolutions.com/blog/topic/tax-withholding-for-employees)
- [tax-free fringe benefits for nannies (1)](https://info.homeworksolutions.com/blog/topic/tax-free-fringe-benefits-for-nannies)
- [taxes dads caregiver (1)](https://info.homeworksolutions.com/blog/topic/taxes-dads-caregiver)
- [taxes moms caregiver (1)](https://info.homeworksolutions.com/blog/topic/taxes-moms-caregiver)
- [time tracking household employees (1)](https://info.homeworksolutions.com/blog/topic/time-tracking-household-employees)
- [under the table payment risks (1)](https://info.homeworksolutions.com/blog/topic/under-the-table-payment-risks)
- [undocumented (1)](https://info.homeworksolutions.com/blog/topic/undocumented)
- [unemployment for household employees (1)](https://info.homeworksolutions.com/blog/topic/unemployment-for-household-employees)
- [vacation (1)](https://info.homeworksolutions.com/blog/topic/vacation)
- [wage advance repayment agreement (1)](https://info.homeworksolutions.com/blog/topic/wage-advance-repayment-agreement)
- [what do I do after hiring a nanny (1)](https://info.homeworksolutions.com/blog/topic/what-do-i-do-after-hiring-a-nanny)
- [what do after hiring a caregiver for my parent (1)](https://info.homeworksolutions.com/blog/topic/what-do-after-hiring-a-caregiver-for-my-parent)
- [what forms does a nanny fill out (1)](https://info.homeworksolutions.com/blog/topic/what-forms-does-a-nanny-fill-out)
- [what happens if I don't withhold nanny taxes (1)](https://info.homeworksolutions.com/blog/topic/what-happens-if-i-dont-withhold-nanny-taxes)
- [what is the right way to pay a nanny (1)](https://info.homeworksolutions.com/blog/topic/what-is-the-right-way-to-pay-a-nanny)
- [what to ask a nanny (1)](https://info.homeworksolutions.com/blog/topic/what-to-ask-a-nanny)
- [what to do if nanny files for unemployment (1)](https://info.homeworksolutions.com/blog/topic/what-to-do-if-nanny-files-for-unemployment)
- [which state do I pay household employee taxes in (1)](https://info.homeworksolutions.com/blog/topic/which-state-do-i-pay-household-employee-taxes-in)
- [why should I pay my nanny on the books (1)](https://info.homeworksolutions.com/blog/topic/why-should-i-pay-my-nanny-on-the-books)
- [work agreement (1)](https://info.homeworksolutions.com/blog/topic/work-agreement)
- [workers' compensation for caregivers (1)](https://info.homeworksolutions.com/blog/topic/workers-compensation-for-caregivers)
- [workers’ comp for household employees (1)](https://info.homeworksolutions.com/blog/topic/workers-comp-for-household-employees)
- [workers’ compensation for household employees (1)](https://info.homeworksolutions.com/blog/topic/workers-compensation-for-household-employees)
- [workers’ compensation for nannies (1)](https://info.homeworksolutions.com/blog/topic/workers-compensation-for-nannies)
- [works in my home (1)](https://info.homeworksolutions.com/blog/topic/works-in-my-home)

see all

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