Q: What are the key best practices a dentist-owner or practice manager should follow when terminating an employee?
Even in at-will employment states, terminations should never feel impulsive. “At-will” means that, absent a contract, a dentist-owner or practice manager may end the employment relationship at any time for any lawful reason—and the employee may resign at any time as well. However, at-will does not permit terminations for discriminatory or retaliatory reasons, nor does it eliminate the need for thoughtful preparation.
For a private practice, these decisions carry legal, financial, and cultural consequences. The way a dentist-owner or practice manager handles one separation will influence team morale and trust long after the meeting ends.
Start by ensuring the decision is based on a legitimate, well-documented business reason. Consistency is essential. Policies enforced unevenly increase legal exposure and erode team confidence. Documentation should clearly support the performance or conduct concerns that led to the decision.
Preparation matters. Plan the termination meeting in advance. Confirm state-specific requirements regarding final pay, accrued PTO, and required benefits notices. Decide who will be present and prepare what will be said. A termination meeting is not the time to improvise.
Keep the conversation brief, professional, and factual. Avoid emotional language, over-explaining, or debating the decision. The purpose of the meeting is to communicate the outcome—not to revisit past performance discussions.
If the employee has recently engaged in protected activity—such as requesting medical leave, seeking an accommodation, or raising a workplace complaint—take additional care. Confirm that the termination decision is unrelated and defensible. When appropriate, consult HR guidance or legal counsel before proceeding.
After the meeting, document what occurred. Provide final pay and required notices promptly. Limit internal communication to a need-to-know basis. The team does not need details; they need reassurance that leadership acts with professionalism and fairness.
Terminations are never comfortable. But when handled with preparation, consistency, and steady leadership, they protect the culture and long-term stability of the practice.
