Free hospice personnel file checklist
Pick the roles on your staff, and your state if we cover it. Get a printable checklist of what each person's file should hold, with the federal citations, the state rules we verified, and what is agency policy rather than law.
- Free, no signup
- Every item with its source
- Prints as an audit worksheet
- Federal rules plus ten states
Built from the federal hospice rules and a ten-state review of state law, October 2026. General information, not legal advice. Rules change; confirm your specifics with your state and your accreditor.
Make your checklist
Pick the roles and, if you like, your state. The preview shows exactly what will print.
Your checklist appears herePick at least one role. Each one gets its own section, exactly as it will print.
Know which items are law and which are yours to set
Each item carries a label, so a surveyor's question and your own policy never get mixed up.
Federal
A federal rule requires it, and the citation is printed with it. Most come from the hospice Conditions of Participation; a few come from OSHA and HIPAA.
Federal, if it applies
Required only for some people, such as staff who prescribe controlled substances or work in a hospice-run inpatient unit. The note under the item says when.
Your state
A rule from one of the ten states we reviewed, confirmed in the official text or a faithful copy, with its citation. Anything we could not confirm is left out.
Agency policy
No federal rule requires it, but most agencies keep it. Annual competency is the common example: the rule requires competency assessment, and your written policy sets how often.
The checklist, answered
Is the personnel file checklist free?
Yes. There is no account to create and no email address to enter. Make and print as many checklists as you need.
Where do the requirements come from?
From the same requirement library Personnel Ledger's hospice accounts start from: the federal hospice Conditions of Participation (42 CFR Part 418) and other federal rules such as OSHA's, each with its citation. State lines come from a review of ten states' statutes and regulations. Only rules confirmed in the official text or a faithful copy are included; anything we could not confirm is left out or marked as agency policy.
Which states are covered?
Arizona, California, Florida, Georgia, Illinois, Michigan, New York, Ohio, Pennsylvania and Texas. In any other state, the federal checklist still applies; check your state's licensing rules for anything it adds.
Why is the annual competency assessment marked as agency policy?
The federal rule (42 CFR 418.100(g)(3)) requires assessing the skills and competence of everyone who furnishes care, but it sets no interval. The initial assessment is federal; how often you repeat it is set by your written policy, and surveyors hold you to that policy. Some states, such as New York and Georgia, require it yearly, and the checklist shows that when you pick one of them.
Is anything I choose or type saved or sent anywhere?
No. The checklist is built in your browser and nothing is uploaded or stored on our servers. To save you starting over, this browser remembers your last choices on this device, and Clear choices removes them.
How do I print it or save it as a PDF?
Choose Print or save as PDF, then pick your printer or Save as PDF. It prints on US Letter. Each role starts on a new page, the header repeats at the top of every page, and no item is split across two pages.
This checklist is general information, not legal advice. Hospice personnel requirements come from federal regulation, your state's law and your accreditor, and they change. Confirm your specific obligations with your state licensing authority and your accreditor.
Track all of this automatically in Personnel Ledger
Personnel Ledger starts from the same requirements, follows every date and renewal for each person, emails staff before anything lapses, and prints a survey-ready file on request. Free for 45 days, no credit card.