The process

First call to first day, in as little as 7 days.

A clear, simple process designed to get the right caregiver to your family, fast, without cutting corners.

Start the Process ?
Step by step

How we get care started.

Five clear steps. Usually complete in 5-7 days. Emergency placements in 48 hours.

1
Free � No obligation

Free Assessment Call

We start by listening. Tell us about your loved one, their daily routine, personality, medical conditions, mobility, dietary preferences, and home setup. This isn't a sales call. We want to truly understand your situation before we say anything about whether ByHearth is the right fit.

Most calls take 20-30 minutes. Our coordinators ask the questions that help us make the right match, not the questions that help us close a deal.

Family member having a reassuring call with ByHearth
2
Personalised matching

Caregiver Matching

We don't pull the first available caregiver. We review our bench and identify who has the right combination of experience, personality, language, hobbies, and care skills to genuinely connect with your loved one.

We match based on compatibility, not availability. This is the most important step. The right match makes everything else work.

3
Your approval required

Meet the Caregiver

We arrange a meet-and-greet, in person or via video call, before any placement begins. You get to ask questions, see how they interact with your loved one, and decide if the match feels right. If it doesn't, we find someone who does. No placement proceeds without your family's confidence.

Many families tell us this step gave them more peace of mind than anything else. Seeing the two of them together, rather than just reading a bio.

Family meeting their ByHearth caregiver for the first time
4
Agreed before day one

Care Plan Created

Together, we build a written care plan covering daily routines, medication schedules, dietary preferences, mobility needs, emergency contacts, and any specific requirements. Everything is documented and agreed upon by your family before the caregiver moves in.

The care plan becomes the caregiver's guide and your family's guarantee. It's a living document, updated whenever your loved one's needs change.

5
Ongoing support

Care Begins, and We Stay

Your caregiver moves in and becomes a trusted household member. Your dedicated coordinator calls weekly to check in. You can reach us any time. And if anything changes, whether it's your loved one's condition, the caregiver's availability, or your family's needs, we're here to adapt.

This isn't a placement and goodbye. ByHearth stays involved for the entire duration of care. That's what makes us different from an agency.

How we match caregivers

Compatibility isn't a checkbox. It's the whole point.

Most care agencies match on availability. We match on compatibility, because a caregiver who gets along with your parent will do their job infinitely better than one who doesn't.

When we review our caregiver bench for your situation, we're asking a very specific question: not "who is available?" but "who would we choose for this person?"

Personality & communication styleIntroverts, extroverts, gentle vs energetic. We match personalities so the relationship feels natural.
Medical & care experienceDementia, Parkinson's, post-stroke, or general aging. The caregiver's specific experience must align.
Language & cultural backgroundShared language and cultural context make daily life richer and communication far easier.
Shared hobbies & interestsCooking, gardening, music, faith, sport. Common ground makes 12-hour days feel like time with a friend.
Home & lifestyle compatibilityPets, living arrangements, smoking, schedule. Practical compatibility matters just as much as personality.
Our caregivers

Less than 5% of applicants ever care for a ByHearth family.

We only place caregivers we would trust with our own parents. This is our non-negotiable standard.

< 5%of applicants accepted
01
Application & resume review

We verify experience, certifications, and employment history in full before anyone advances.

02
In-person interview

We assess empathy, communication, values, and warmth, not just qualifications on paper.

03
Full background check

Comprehensive criminal, identity, and employment verification. No exceptions, ever.

04
Reference verification

We speak directly with previous families who entrusted their loved ones to this caregiver.

05
Compatibility matching

Personality, interests, language, and lifestyle. We place people who genuinely fit, not just fill a role.

Our commitments

What we guarantee, always.

These are not aspirations. They are commitments we make to every family we serve.

No gaps in care. Ever.

We maintain a bench of vetted backup caregivers. If your caregiver is sick, on holiday, or unavailable for any reason, we deploy a replacement within 24 hours. Care never stops.

Free rematch if it's not right

If a placement isn't working, for any reason, we find a replacement at no extra charge. We take compatibility seriously from the start, and if we got it wrong, we fix it.

Weekly family check-ins

Your dedicated coordinator calls every week. You always know how your parent is doing, what went well, and what's being adjusted. Distance shouldn't mean disconnect.

Questions

What families ask us.

They live in your loved one's home and provide continuous support throughout the day: cooking, cleaning, personal care, medication reminders, companionship, transportation, and errands. They are not a night-shift caregiver; they live there as a trusted household member with their own private room.
Always. We arrange a trial visit, in person or via video call, before any placement begins. The match only proceeds when your family feels confident. If it doesn't feel right, we start the matching process again at no extra charge.
We maintain a vetted backup bench and guarantee zero gaps in care. Your coordinator will notify you in advance and arrange seamless coverage. Your loved one's routine stays as consistent as possible during any transitions.
Your parent stays in their own home, in their own routine, surrounded by their own belongings and memories. Research consistently shows people are happier and healthier at home. One consistent caregiver means genuine relationship-building, something a rotating facility team can never replicate. And ByHearth's monthly cost is often less than a nursing facility.
We take compatibility seriously from the start. But if a placement isn't working, whether it's a personality clash, communication difficulties, or simply not the right fit, we'll find a replacement at no extra charge. We never force a placement. Your family's comfort comes first.
In most cases, care begins within 5-7 days of your first call. For urgent situations like a hospital discharge or a sudden change in condition, we have placed caregivers within 48 hours. Call us and we'll tell you exactly what's possible for your situation.

Ready to start the process?

Book a free assessment call. We'll answer every question and map out exactly what care would look like for your family.

Book a Free Assessment