Waiting to adopt is its own kind of emotional limbo—equal parts hopeful and heartbreaking. And if you think you can Google your way through the process? Think again.
Adoption comes with more moving parts than most people realize. Even the most organized parents can quickly find themselves overwhelmed. That’s where Caitlin Phillips comes in—a licensed clinical social worker, adoption specialist since 2009, and co-founder of Hello Baby Adoption Consultants. Caitlin isn’t just a guide; she’s a lifeline for families navigating the uncertainty, paperwork, and emotional weight of domestic infant adoption. She was also the consultant who helped bring our daughter Ellie home.
I came into adoption confident. I love systems, paperwork, and organizing chaos into neat, labeled folders. I assumed I could DIY the process with Google as my co-pilot.
I was wrong.
Within weeks, I was drowning in conflicting information. Every source told me something different about where to start. I wasted hours researching agencies that weren’t a fit. I read stories in Facebook groups that made me more anxious than prepared.
When we met Caitlin, everything shifted. She was warm, knowledgeable, and—most importantly—she had a plan. For the first time, I felt like the weight of “figuring it all out” wasn’t just on me.
One of the first things Caitlin explained was the difference between an adoption consultant and an adoption agency.
Agencies work directly with expectant mothers—matching them with adoptive families and handling the legal placement process. Consultants like Hello Baby don’t work with birth parents directly. Instead, they work exclusively with hopeful adoptive families, guiding them through the journey, connecting them to reputable agencies, and helping them avoid costly (and time-consuming) mistakes.
Why does this matter?
Because many families unknowingly sign with small agencies that only place a handful of children a year—without realizing this can mean years of waiting. Consultants know the right questions to ask and can connect families to agencies with higher placement rates and better matching systems.
One of the biggest stress relievers Caitlin brought to the table was her four-phase system:
If you’ve never been through one, a home study sounds simple—fill out some forms, let a social worker tour your home, and you’re done.
In reality, it’s one of the most in-depth, emotionally challenging parts of adoption. Beyond gathering 20+ documents (marriage licenses, employment records, medical reports), you’re also answering deeply personal questions about your childhood, your marriage, your finances, your parenting philosophy, and your motivations for adopting.
It’s invasive. It can be triggering. And it’s completely necessary.
By the end of it, I understood why such a thorough vetting process exists—but in the middle of it, I was grateful for Caitlin’s steady reassurance and clear instructions.
I’ll be honest—when we first started, the idea of open adoption made me nervous. My earliest exposure was a panel of birth mothers whose relationships with adoptive families looked messy and intertwined in ways I didn’t understand.
Caitlin encouraged me to learn more before deciding how I felt. I read books, talked to adoptive parents, and heard stories of open adoptions that were stable, respectful, and beautiful.
The truth? You can’t have too many people loving your child.
And while every open adoption looks different, I now see the potential for it to be a gift, not a threat.
The waiting period is its own chapter—full of hope, second-guessing, and quiet heartbreak. What helped me most?
Adoption isn’t just about paperwork and legal steps—it’s about navigating an emotional maze. Without Caitlin and Hello Baby Adoption Consultants, I would have been lost in that maze. Instead, I had someone walking with me, every step of the way, until Ellie was in my arms.
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Julie: Welcome back to the System for Everything podcast. Today’s system tip. Keep a dedicated binder for all your adoption paperwork and a separate one for all your feelings you’ll need both. Today’s guest is someone very near and dear to my heart. Caitlin Phillips is a licensed clinical social worker who has specialized in adoption since 2009.
She is the co-founder of Hello Baby Adoption Consultants, a team that supports families through the domestic. Infant adoption process with a clear step-by-step path and compassionate professional guidance. She is also our personal adoption consultant and helped bring our Ellie girl home. Caitlyn, thank you so much for being here.
Caitlin: You for having me. It’s an honor and a privilege.
Julie: All right, everyone. We’re gonna start the episode the way we always do with the system. Reboot. A quick little reset to start our episode with some humor and humanity. What is something you swore you would never do as a parent, but totally caved on?
Caitlin: Ooh, I’m thinking iPad with the headphones
Julie: for the toddler.
That is fair. Yeah. Yeah. My husband and I are always like, oh, we’re not gonna be those parents. And I’m like, yeah, we’ll see.
Caitlin: It, it is a tool that does come in handy, I must say, but I know there’s a, a lot of feelings around it for parents.
Julie: Yeah. And Ellie’s in the, she was born like three days shy of being in the beta generation, which is also known as the AI generation.
They’re the first generation that will never know life without ai. Wow. Which is very interesting. So weird to see how that’ll come into play. What is your most used app that is not Instagram or email?
Caitlin: Oh my gosh, that’s challenging. Probably
Julie: Spotify. I know that’s, but no, Spotify’s. Great. You can listen to my wonderful podcast on Spotify.
I love it. There we go. There we go. Um, name a character from TV that you think would make an amazing parent and they could already have kids in their fictional show. Just like, who do you think is a really good parent example on tv?
Caitlin: Friday Night Lights, the girl, the mom. What’s her name? Yes.
Julie: Tammy Taylor.
Caitlin: I love her.
Julie: Yes. Ugh. Connie Britton’s character Tammy Taylor. We love Friday night. Lights around here. Clear eyes, full hearts. Can’t lose. All right everyone. You have met the personality. Now meet the powerhouse. Caitlyn doesn’t just guide families through adoption. She creates a system that gives them clarity in the messiest season of their lives.
Here’s my conversation with Caitlin on the system for navigating adoption. All right. Let’s talk first about kind of the system side of adoption. We, we found you because I was so sure that like, you know, I’m a systems gal. I love paperwork. I’m very organized. I was like, I can do this completely on my own with me and Google and I.
I mean, it was laughable how wrong I was. I was wasting so much time, like on the wrong stuff, not knowing where to look, where to go. We met, um, another couple who had adopted and they used an adoption consultant and they were like, we loved her. She was amazing. So we scheduled an interview with her. We felt like she could not have cared less about us like she was.
Cold didn’t ask us anything, and we were like, okay, absolutely not. And I had seen you guys on Google. When I was just in the process of searching and searching and looking for things, and I was like, you know what? I’m gonna make an appointment with them. You were the person who took our call and immediately I was so drawn to you.
You were so warm, you were so helpful. And I was like, okay, we wanna sign with you, but like only if we work with you. And you were like, yeah, you would be my family. And we were like, great. Take our money, please. So why do you think that so many hopeful adoptive parents feel overwhelmed?
Caitlin: There’s a lot of moving parts to an adoption process, and even if you’re Type A and good at paperwork, it’s still hard to figure out what to do first, second, and third.
And so I think some of those. Decisions can become paralyzing when you get online and start. Yes. Like I didn’t even know what to do first. Just like anything else. There’s a lot of opinions online. Strong feelings around it. Yes. Uh, a lot of conflicting information about what to do for second and third. Um, once you start reaching out and talking to different adoption professionals.
They also, you know, their program might have something that’s supposed to be done for second and third, and that differs from another agency and what their process looks like. And so it can lead to kind of this paralysis of, uh, I don’t know what decision is, right? I don’t know what to do. I need somebody to tell me how to get through this.
And so it does help being. Organize or being just kind of having the personality of being organized and liking systems, that does help. Although we work with families, you know, who aren’t type A as well and get, but I think families are looking for, you know, some guidance and somebody to say, Hey, this is what we do.
We can get you from point A to point B to point C, et cetera, in a way that’s as efficient as possible, et cetera, et cetera.
Julie: I think a lot of people were surprised or maybe confused just ’cause I, I mean we are the first of, I mean, anyone in our family, anyone in our friend group like to adopt. So I think people had a lot of questions for us and so they were like, oh, okay, so that’s your agency.
And it was like, well no, there are consultant and they’re gonna help us like place with an agency. So what do you do differently versus just someone going and finding an agency?
Caitlin: Yeah, it’s, it’s kind of a, a loaded and a complicated question, I guess. Um, a consultant, an adoption consultant is an optional service that you can utilize as a hopeful adoptive parent.
It’s not a required service. As part of the process, you can certainly sign up with an agency or multiple agencies, um, but I think. A common pitfall that we see is families, uh, signing up with maybe a local agency. Um, the first. Kind of friendly voice that they, they kind of, you know, connect with. And that agency might be doing five adoptions every year, which is a slow, very slow agency and maybe have a waiting families list of 30 families.
So tho those numbers don’t make sense and a lot of families just starting out don’t know to ask those questions. So they end up signing up with, with a group who might be really friendly and well intentioned, but might lead to. Really long wait times and families don’t really. Kind of know that when they’re first starting out, kind of what questions need to be asked.
And so families can use a consultant to kind of help them not make those common mistakes in the beginning of their journey. So a consultant, you know, there’s a, a. Many ways that we differ from agencies, but one kind of fundamental difference is agencies work directly with women who are experiencing, in most cases, an unplanned pregnancy and are, are looking to make an adoption plan for their baby, which involves choosing a family, usually somewhere during the pregnancy, matching with them and then placing their baby with.
With that couple or that single parent in some cases, uh, after she delivers. So a consultant doesn’t do that work. We have no contact with expected parents, so our job is kind of to take families who are hoping to adopt under our wing and guide them through a process to get approved to adopt. To get a beautiful what’s called profile book, which is what expectant moms are looking at when they’re deciding what family to choose.
Then we guide them towards reputable agencies, agencies that are doing a lot of placements, agencies that have a fee structure where you can actually take a multi-agency approach. So. Anyway, that’s, that’s a, a large nutshell, but kind of the fundamental difference is we don’t actually, uh, work with expectant parents, and our job is to guide families to the groups that do.
Julie: I loved your approach because I mean, A, it was that analysis paralysis that we literally just, I couldn’t figure out where to start. And then B, I mean, you really helped guide us through every single step. You guys have an awesome. I, you know, I said this to you like day one when you guys sent me everything and you were like, okay, here’s a Dropbox folder, here’s all the things.
And I was like, oh my God, this is so organized. Like my system’s heart is on fire. And I just like, it made it so much easier to know to like do this than this, than this. And so, you know, we went through with you guys, we, we hired you guys and then the first thing we had to do was get home study approved.
And I know that can look. Very different in, you know, state to state, family to family, but in general, like what is a home study?
Caitlin: That’s a great question. Uh, ultimately what a home study is, is a report. It’s a PDF document in the end that runs usually about 10 to 20 pages or so, and it approves a family to adopt.
It’s often written by an agency, uh, an an adoption agency. It can also, in some states, be written by a, uh, licensed professional, like a licensed clinical social worker, or a licensed professional counselor, for example. And the components that go into this report, one of them is paperwork. So going back to this, yeah.
Adopt paperwork kind of theme.
Julie: Um, I really did have an adoption binder, guys. Yeah.
Caitlin: Having your paperwork organized is essential, whether it’s in hard copy binder or we recommend, and I know you also had your paperwork organized electronically. Yeah, I had both. So this is where the, uh, one part of the adoption process where paperwork comes in pretty hot and heavy, so.
This paperwork will be things that verify things about yourself. So if you’re a married couple, it’d be your marriage license, your employment and salary, uh, documentation, whether that’s pay stubs or a letter from hr. Um, a medical appointment is completed. Um. For the general health of the adopting parent or parents, et cetera, et cetera.
So there’s about 20 ish or so common pieces of paperwork that are compiled as part of the home study. There’s also a series of interviews conducted with the adopting couple, uh, well. Again, this, it could be a single parent as well, but just to keep it simple, for a couple you would be in interviewed together and then also individually in some states, those interviews are spread out over several, uh, different days.
And, and then in other states, Texas, for example, it’s often one long interview, so it just varies by state and provider what those look like. And then some states have an educational requirement or some agencies might have an educational requirement that might look like online training post COVID. It’s, it’s mostly online training or a packet of information.
Pre COVID. It was sometimes in person like a Saturday class or several Saturdays, but that’s seems to be less and less common. So paperwork interviews. Educational component. And then the last piece is a walkthrough of the home. So your social worker will, you know, walk through your home and, and you’ll show her around and she’ll just make sure that the home is, uh, generally safe for, for a child coming into it.
Julie: And Caitlin and her agency, hello baby. Adoption consultants could not have been more valuable during. Every single step. Like it. It wasn’t just that they prepared us for things like Caitlin also looked over all of our interview stuff. She was there when I would text her like a picture of like a cabinet and be like, does this need to be locked?
What does this need to be? What does it? And she’s like, your baby is not walking yet. You are fine. And she would always calm me down and I would go to like a crazy place. I, I will say the, my husband and I were both surprised. The, the interview prep work and the questions that you have to answer are for the home study are hands down the most.
Invasive thing I’ve ever gone through in my life. It was very tough to fill it out. It’s very easy to fill out things about, you know, oh, a medical history, employment history, things like that. But you get, they really get into it. They wanna know how your relationship was with your parents, how you think you’re gonna handle specific types of parenting conflicts, you know, things about your marriage specifically, like what led you.
To adoption. ’cause for so many people, yes, my husband and I were not able to get pregnant, but for so many people they, you know, aren’t able to get pregnant. Maybe they do several years of IVF and they then turn to adoption and, and go that route, which is, you know, a whole other story in itself. But I mean, they really dive into every aspect you can think of, of like your family money.
Marriage, things like that. So be prepared. It was the most invasive thing. I had to talk about it a lot in therapy because I was like, cool, cool. I am financially stable and emotionally ready. Please just hand me a baby. Like I couldn’t. It was very hard for me to understand why somebody needed to know all of this information, but now having this responsibility of this tiny human.
I, I understand it in a better light. Can you share what are some tools and, and systems that you help families use throughout the process? The home? And I wanna talk a little bit about like, profile books too, because you were so helpful in that process.
Caitlin: The home study or the, the whole, uh, the whole shebang, soup to nuts, the whole shebang.
Um, so we break the process down into four different phases. Because like I mentioned earlier there, there are so many moving parts to this process and when you try to look at it all at the same time, it can be, again, paralyzing and hard to know what to do for second and third. And so we break the process down into these four phases so that.
You know, in your case when you first get started in phase one, we’re not really talking about two, three, and four. We will tackle those when we get there. If we try to look at all of that now, it just makes the water so muddy and mm-hmm. And we can kind of get in the weeds with too many things, so, yeah.
And there were times that you were like, we’re not there yet. Calm down. We’re not there yet. And I was like, okay, okay. Acknowledge that those things are, are coming up, but let’s stay focused on all of the tests in phase one. So, uh, phase one, just for example, in our process is the home study, and it’s also the profile book.
It’s being financially prepared and then it’s having your electronic binder of paperwork order. So then we break those pieces down even further and, and for example, with the home study, we start by, hello Baby recommends home study providers in your state that we have experience with, that our families report, you know.
Working well with, uh, where their timelines to get the home study done are reasonable. And then sometimes we also consider strategically who might be a good home study provider that might also double up as an agency for you. So those are some of the things that we’re thinking about when we’re creating a home study provider list for a family.
So then from there we would give that list to our client and then they would reach out to those options and then decide who to work with. I could, I could get more into the weeds there, but I’ll move on to the next one. Uh, while you’re doing the home study process, we then also have you, uh, working on something called a profile book.
So we also give you recommendations there, there, um, and then support you as you’re going through that process. We give you a checklist of that adoption paperwork. You need to start compiling and tell you exactly and where, exactly how to upload it, how to label that paperwork and where to upload it. Um, and then finally, uh, financial readiness.
So this, the adoption process is expensive. It ain’t cheap. Yeah. So we talk about what to expect financially and
Julie: yeah. And you guys were always super transparent in that, which I really appreciated and you were very helpful. Anytime stuff came in and we were like, well, why is, why would this cost more than this?
And you were like, why else? ’cause of the state or, you know, different things and it, that was always really helpful.
Caitlin: Yeah, and again, this is not a cost paid to Hello Baby for our consulting services. This is the big cost of for adoption comes in. Yes, an agency is matching you with an expected mom and then ultimately placing a child into your home.
So it’s those fees that we help you understand and get ready for.
Julie: Do you ever have. A favorite kind of light bulb moment that clients experience? I know one of the biggest things for me in the process was this was after we had placed, we went with um, Texas Adoption Agency. We, um, no TAC, Texas Adoption Center.
And we got in with them. I was really excited ’cause they were like very high on our list and. I remember we kind of said no to a couple cases early on from them that they had presented us with. Um, what happens is, uh, your agency or your consultant kind of gets cases and it’s. Basically like, you know, age health information when the baby’s due.
There’s not like a ton of info on there, but enough to make an informed decision. And we turned down a few because of some medical things or some drug use issues that we potentially saw. And I remember Stacy from TAC saying to us, I want you to fill out this paperwork as if it were yourself. Would you adopt your own child?
Because my husband and I have health issues and things like that, and I was like, oh my gosh. That to me was the biggest, I was like, you should make everyone do that. Stacy. Like that was such a helpful exercise. So is there anything like that that you see, like with your clients, like those kind of like light bulbs moments or things that like make you most excited that people get excited about?
Caitlin: There’s a, a lot of things that I find exciting, uh, in a geeky way about, about the process. But just as you were talking, I just wanna be clear. I, I didn’t know these questions are coming, so I’m just like off the cusp thinking of what that might be. But I think something that comes to mind would be the beauty that can be an open adoption.
I think that’s a big piece. Something that a lot of families are usually surprised to learn, uh, especially if they don’t know anybody that’s adopted before and they’re kind of coming into this with not a lot of, uh, knowledge, which is normal and we can meet families, you know, right where they’re at. But I think there’s a lot of fear around open adoption and they’re also surprised to hear that a lot of adoptions through this type of adoption anyway are open, are usually somewhere on the open spectrum and.
Uh, so folks are surprised to hear that, number one, and then number two, usually pretty fearful about what that means. Does that kind of impact their role as the parent? Does that put them in any harm’s way? In any way? You know, some, some of those are common concerns, and then the more they become educated about the benefits of open adoption and what it looks like and who these moms are that are placing.
And then once, so, so then I, I feel like families tend to kind of warm up the more that they learn about open adoption and then once they actually get connected with an expectant mom and meet her for the first time and start developing that relationship, it can, you know, just blossom and become a really beautiful thing.
Um, not to say that there. You know, aren’t some open adoptions that can be more challenging, some openness that ends up, you know, they end up losing touch in the end. Um, maybe mom doesn’t continue wanting that relationship. So of course there’s, there’s, uh, outliers to that. But I, I think for the most part, watching families kind of, uh, evolved from, from a, a place of fear to a place of really embracing this new relationship and this new person in their life, in the birth mom and, and in some cases the birth father as well.
Julie: Yeah, that, and that’s definitely something Eric and I had to go through And you know, we kind of took a pause like we signed with you guys and kind of took a pause on getting ready for our home study and stuff. ’cause I needed to really get more educated on this topic because, you know, I. I don’t know that I always wanted a closed, but I think I just kind of thought of it as closed.
And the first place we went when we were doing any research was we went to like an an all day information session at an agency in Fort Worth and they had a panel, um, with two birth moms. And those, those moms talked about their relationships and both of them were so involved in. The kids’ lives, and it seemed intertwined.
It seemed messy. I thought, I don’t want this, this like, um, I’m, my kid is not having another parent like that. To me, I could not understand that, and I really had to do some books. I had to reach out and talk to people about their relationships with their birth mothers to kind of get to a place where I was able to say like, okay.
You really can’t have enough people to love your kid and our situation, we did not get to know the birth mom prior. Our situation was a drop in case, meaning the baby was already born. So we met her at the hospital and it was. Just a beautiful instant connection and you know, we cried and I couldn’t have been more grateful to her.
But now really our only connection is we share photos and videos every week on an app through our agency. And you know, I hope that. As the years go by that she’ll wanna be a part of Ellie’s life. Because I do think from everything I’ve read and from what I know, I think that that can be the very best thing for the child is to have the, the birth parents at least involved their comfortability level.
Um, but you know, that, that took a lot of therapy for me to get there. I did not start there, guys. Right. Um, and many folks don’t. Yes. All right, Caitlyn, tell everyone where they can find you online how they can work with you in Hello Baby. If adoption is on their hearts. Sure.
Caitlin: So they can go to our website.
It’s a, a little bit of a long URL. It’s Hello Baby Adoption Consultants with an s.com. And they can, you know, check out some preliminary information on the site, and then there’s a contact page there. And on that page we have a form, it’s called our Getting to Know You Form, and we have folks fill that out so that we can get a, you know, a feel for kind of where you’re at in this process, if anywhere.
And a little bit more about your family, uh, what you’re looking for in your adoption plan, if you. Are even sure what that looks like at this point, and once we see that form come through, then we, uh, reach back out and schedule a 30 minute complimentary phone call.
Julie: Caitlin, thank you so much for being here.
My family and I love you forever. You are a part of Ellie’s story forever. Guys, we’re gonna wind down with the system shut down and normally, you know, it’s just me going off about nonsense. Um, but today is gonna stay on topic a little bit. Waiting to be matched was its own kind of emotional limbo. It is.
Equal, maybe less than equal parts, hopeful and heartbreaking. And the advice that is out there, the Facebook groups, all the internet chatter can feel less than helpful. So here is a list of what actually got me through the weight and not in a fix it kind of way, but in a get through till the next day kind of way.
Uh, number one would be podcasts that had nothing to do with adoption sometimes. I needed a break from thinking about the weight, so I dove into comedy. I devoured the family trips with the Myers Brothers, the Lonely Island Podcast, and Mike Bra Bigley is working it out. It gave my brain a break and my inbox a rest.
Uh, number two is a friend who never asked any updates. They just checked on me. Not the process, not the paperwork, just how is your heart today? Those messages were. Everything. The people who helped me most didn’t try to cheer me up or give solutions to anything. They just sat with me in the weirdness. If you are showing up for somebody who is waiting to adopt, please don’t try to fix anything.
Just bring snacks and sit on the floor with them. Number three would be pretending our nursery wasn’t a nursery yet. I told myself that it was just a guest room with blackout curtains. It helped me feel like we hadn’t hit pause on life. We were just getting ready. Number four, curating my feed and muting like a pro.
I quietly muted a lot of people who were triggering to me at the time, even if I really loved them. Pregnancy announcements, due date, countdowns, we’re expecting reels. I mean, I, I just could not do it. Protecting my piece was not petty. It was necessary. And finally, number five, creating Amazon lists for a future I wholeheartedly believed in.
I wasn’t ready for boxes to come in. I wasn’t ready to unpack anything, but I made lists, things I couldn’t wait to buy eventually. It was my quiet way of saying, I know you’re coming. Even when my house didn’t look ready, my heart was getting there. Thank you so much for tuning into this very personal episode today of the system for everything.
If you are walking through the adoption process, considering it, or just wanna understand it better, Caitlin is the woman you want in your corner. And hey, if this episode resonated with you, share it with a friend or leave us a review. It helps more than you know, and you’re always welcome to find me over on Instagram at Dallas Girl Friday.
I am an open book and always. Happy to talk about our story.
Before we wrap up, I wanted to share something special. My husband, who is very good with words, but less excited about being recorded, wrote down some of his thoughts about what helped him during the wait. He was nervous to say it out loud, so I’m reading it for him. But these are his words and his heart, and I think they’ll resonate with any partner walking through adoption right now.
If you’re in the weight right now. Here’s what helped me live in the moment. Watch movies. Go for walks. Laugh with your partner. Give yourself time to enjoy the small stuff because to a baby, everything is exciting and new. And raising your own energy while you rate it matters because once that baby arrives, adrenaline will only carry you so far.
After that instinct kicks in. I thought I’d miss the so-called freedom of a child free life. But the truth is, I couldn’t wait to give it up, sleep a social life. I was ready for our world to revolve around someone new, someone who’d light up when I made a silly face or sang a ridiculous song. You know, someone besides just my wife, Julie, and I watched a lot of reality tv.
Super Nanny became our unofficial parenting course, and watching people half our age fumble their life reminded us that we were actually ready. We didn’t have the nursery set up. We didn’t have a hospital bag packed, but we had each other and a quiet confidence that when the time came, we would figure it out.
And when that moment finally came, we felt it this deep and calm knowing. That little voice that said this is it. Try not to freak out.
[Baby Babbling]
See you next time.