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Resources to Help you Apply as a HCA in California

Please find the tools and resources below to help you in registering with the state of California as a Home Care Aide. 

Home Care Aide Registration Instruction

Senior Helpers of Cerritos Organization's PIN- 7764E4

Home Care Aide Application Process

To apply online for Home Care Aide registration, please have a credit card ready and follow the steps below:

1. Access the Guardian Applicant Portal at https://guardian.dss.ca.gov/Applicant. Home Care Organizations can submit applications on behalf of Home Care Aides using their Guardian account at https://guardian.dss.ca.gov/agency.
2. Create an Account by clicking “Register as a new user.” A temporary password will be sent to your email account. Your Login username is your email address.
3. Enter Application Information. When prompted for a PIN (Personal Identification Number), enter either the Home Care Organization’s PIN (provided by your employer) or enter R38XKSPE (the PIN for independent home care aides). You will be required to pay a fee of $35.00 to register; payment can be made by debit or credit card. If applicable, await Home Care Organization confirmation.
4. Retrieve the Live Scan Form. Print the pre-populated form and submit fingerprints with a Live Scan vendor. For questions regarding the application process in Guardian, please contact the Care Provider Management Bureau (CPMB) at 1-888- 422-5669 or guardian@dss.ca.gov

To apply via mail for Home Care Aide registration, please have a check or money order ready and complete the following steps:

1. Print and complete the following forms:​​​​​​​
   1. Application for Home Care Aide Registration HCS 100
   2. Criminal Record Statement LIC 508
2. Mail the completed application (HCS 100), the criminal record statement (LIC 508), and the $35.00 application fee (via check or money order) to the HCSB at:

California Department of Social Services
Home Care Services Bureau
744 P Street, M.S. 9-14-90
Sacramento, CA 95814

3. Print and complete the Request for Live Scan Service LIC 9163 form and take it to an authorized Livescan vendor to initiate the background check.
For a list of approved Live Scan vendors in your area, please visit the California Department of Justice website.

Home Care Aide Registration Renewal

To renew your registration online, please have a credit card ready and follow the steps below:

1. Access the Guardian Applicant Portal at https://guardian.dss.ca.gov/Applicant. Home Care Organizations can submit renewal applications on behalf of Home Care Aides using their Guardian account at https://guardian.dss.ca.gov/agency.
2. If you have not created an account before, please click “Register as a new user.” Your Login username is your email address. A temporary password will be sent to the email account you used to register for Guardian.
3. Create Application. For “Request Type” select “Home Care Aide Registry Renewal”.
4. When prompted for a PIN, enter either the Home Care Organization PIN (provided by your employer) or enter R38XKSPE (the PIN for independent home care aides). You will be required to pay a fee of $35.00 to renew your registration; payment can be made by debit or credit card.

For questions regarding the renewal process in Guardian, please contact the Care Provider Management Bureau (CPMB) at 1-888- 422-5669 or guardian@dss.ca.gov

To renew via mail, please have a check or money order ready and complete the following steps:

1. Print and complete both pages of the following form: Home Care Aide Registration Renewal HCS 101
2. Review the HCS 101 for renewal application instructions.
3. Mail the completed HCS 101 form and the $35.00 renewal fee (via check or money order) to the HCSB at:

California Department of Social Services
Home Care Services Bureau
744 P Street, M.S. 9-14-90
Sacramento, CA 95814

Changes to Registration

If you need to make changes to your name and/or mailing address, please email a completed HCS 105 to FaxHCSB@dss.ca.gov, or fax to (916) 651-5600 or mail a completed copy the address below. You can also make changes to your address online using your Guardian account.

Department of Social Services
Home Care Services Bureau
744 P Street, M.S. 9-14-90
Sacramento, CA 95814

Home Care Aide Registry

The Home Care Aide Registry provides individuals with the ability to check the status of a Home Care Aide (HCA) who is listed on the Home Care Aide Registry. Before registration approval, an individual must complete a criminal background check process administered by the California Department of Social Services.

An individual can search the status of a registered Home Care Aide or Home Care Aide applicant by entering the Home Care Aide’s first name, last name, and Personnel identification number (PER ID / HCA ID).

Independent Home Care Aides

An independent Home Care Aide is defined as an individual, 18 years of age or older, who is not employed by a home care organization, but who is listed on the home care aide registry and is providing home care services through a direct agreement with a client. A Home Care Aide may apply as an independent Home Care Aide initially and the Home Care Organization may request a transfer of the Home Care Aide’s clearance or criminal record exemption once the Home Care Aide is registered on the Home Care Aide Registry.

Background Check Process

If you have questions regarding the processing of your background check, please contact the Care Provider Management Bureau at (888) 422-5669.

The California Health and Safety Code requires a background check of all community care license applicants, community care licensees, adult residents, volunteers under certain conditions and employees of community care facilities who have contact with clients. If an individual has been convicted of a crime other than a minor traffic violation, the individual cannot work or be present in any community care facility unless he/she receives a criminal record exemption from the Care Provider Management Bureau (CPMB). A criminal record exemption is a CDSS-authorized written document that "exempts" the individual from the requirement of having a criminal record clearance.

How the Background Check is Conducted: When an individual submits fingerprints, the California Department of Justice (DOJ) conducts a criminal history check. If the individual has no criminal history, DOJ forwards a clearance notice to the applicant or licensee and to the CPMB. If the individual has a criminal history, DOJ sends a criminal record transcript to CPMB showing arrests and convictions. The CPMB staff review the transcript and if the convictions are for crimes that may be exempted, the CPMB sends an exemption notification letter to the applicant or licensee and to the individual. The letter explains how to request an exemption and lists the documents/information that must be submitted to request an exemption. The individual cannot be present (work, reside or volunteer) in the facility until an exemption is granted by the CPMB.

Exemptions

If you have questions regarding the processing of your exemption, please contact the Care Provider Management Bureau at (888) 422-5669.

Before an individual can obtain a community care license, or provide services, work or reside in a community care facility, he/she must receive a criminal record clearance from the Care Provider Management Bureau (CPMB). An individual convicted of any crime other than minor traffic violations is disqualified unless the California Department of Social Services (CDSS) grants an exemption from the clearance requirement. All convictions other than minor traffic violations require an exemption, and this includes misdemeanors, felonies and convictions that occurred a long time ago.

An exemption is a CDSS-authorized written document that "exempts" the individual from the requirement of having a criminal record clearance. The CDSS is prohibited by law from granting exemptions to individuals convicted of certain crimes (non-exemptible crimes).Currently, there are 59 non-exemptible crimes, including murder, rape, torture, kidnapping and crimes requiring sex offender registration, and the non-exemptible crimes are listed here. If an individual is convicted of a non-exemptible crime, that individual cannot work in any licensed facility or for a health care organization, and an individual’s application will be denied, or the license revoked based on the conviction. The CDSS also has the authority and responsibility to investigate arrests to determine if the underlying conduct is substantiated and therefore presents a risk to the health and safety of clients who are in care.​