Staff File Essentials for Michigan AFC & HFA Providers

If you’re operating an Adult Foster Care (AFC) or Home for the Aged (HFA) home in Michigan, staff files are one of the first things inspectors and auditors will ask for. Whether you’re being reviewed by LARA (state licensing) or through the MI Choice Waiver Program, missing paperwork can cause delays, citations, or even put your contract at risk.

Here’s a simple guide to the must-have items every staff file should contain.

At the Time of Hire

• Job application or resume

• Signed job description

• Offer letter or employment agreement

• Physical exam/health appraisal (showing ability to work + free of communicable disease)

• TB test result (baseline before first shift; renewed every 3 years)

• Reference checks (2–3 documented calls or notes)

• Background check clearance (fingerprint/ICHAT + Central Registry)

• W-4 and I-9 forms (federal HR requirements)

• Copy of driver’s license and Social Security card (for ID/eligibility)

• Emergency contact form (best practice, often requested)

Training & Certification Records

• Orientation (resident rights, safety, policies, infection control)

• CPR & First Aid certifications (copies on file, current)

• Medication administration training (if applicable)

• Person-Centered Planning training (for waiver providers)

• Copies of all required certifications (CNA, RN, etc.)

• Annual training log (12+ hours recommended)

Ongoing Compliance

• Annual performance evaluation (signed)

• Updated health status review (per LARA)

• Updated certifications filed before expiration

• Documentation of supervisory visits (if required under waiver)

Retention

• State licensing requires staff files be kept at least 3 years after separation.

• MI Choice Waiver requires providers to keep records for 10 years.👉 The safe standard: Keep staff files for 10 years.

Bottom Line

Staff files don’t have to be overwhelming—but they do need to be complete. By keeping the essentials in place from day one and updating them regularly, you’ll avoid costly citations and stay in good standing with both LARA and waiver programs.

At Roseberri, we specialize in helping AFC and HFA providers build simple, organized systems that make audits stress-free.

📌 Need help getting started? Contact us today @ (989) 600-1370 or roseberrimanagement@gmail.com