Having been in the dental field for many moons now, I’ve seen it all – the highs and lows of this rewarding but challenging profession. One of the toughest parts of managing a dental practice? Sometimes having to let an employee go. It’s never fun or easy, but I’m hoping to share some wisdom I’ve learned over the years on how to handle it with care.
1. The Prelude: Recognizing the Signs
Before we get into the nitty gritty of actually letting someone go, it’s important to be able to recognize when it’s time. These red flags are usually a sign that a conversation needs to happen:
- Consistent tardiness – Look, things happen sometimes that make us late. But if an assistant is frequently arriving after their scheduled start time, it becomes a real issue. It throws off the whole team’s flow for the day and just creates negative vibes.
- Repeating mistakes – Nobody’s perfect, and an occasional slip up is normal. But if protocols and procedures are being incorrectly followed over and over again, it signals a lack of care and focus.
- Bad attitude – A positive team spirit is everything in this field. When someone brings consistent negativity day after day, it affects everyone’s morale and the office culture.
Let me tell you about an assistant I once had named Sarah. For the first few months, this girl was a rock star. But over time she started arriving late, making errors in patient charts, just seeming “off.” I knew I owed it to my team and our patients to intervene before things got worse. As tough as it was, I had to make the hard but necessary call.
2. The Approach: Handling the Conversation
This is usually the part we as leaders dread most – actually sitting down and having the termination discussion. It’s uncomfortable but inevitable. With the right approach, it can actually be a constructive conversation:
- Choose a private setting – Have the discussion away from the rest of the team in a neutral location. This allows the person to keep their dignity intact.
- Be direct yet compassionate – Start by highlighting their strengths and contributions. Then explain specifically where there have been issues needing improvement. Say things kindly but firmly so there’s no sugarcoating.
- Actively listen – After explaining your concerns, let the employee share their perspective. Really make an effort to hear their side of the story before responding. You never know what might be going on behind the scenes.
I love this quote from Maya Angelou: “People will forget what you said, people will forget what you did, but people will never forget how you made them feel.” So true!
3. The Aftermath: Ensuring a Smooth Transition
Once the difficult decision to terminate is made, it’s absolutely essential that the transition plan is rock solid. This ensures minimal disruption to clinic flow and patient care. Here are some pros and cons:
Pros of a Smooth Transition
- Preserves team morale – A messy transition can breed resentment. A thoughtful one shows others their value.
- No gaps in patient care – With proper coverage, you avoid holes in the schedule or appointments needing cancelled/rescheduled.
- Maintains clinic reputation – Word spreads quickly. Seamless transitions protect your standing.
Cons of a Hasty Transition
- Team resentment – Caught off guard team members may become jaded and distrusting.
- Logistical issues – Scrambling leads to double bookings, inadequate staffing, and headaches.
- Patient skepticism – Spotty care makes patients lose confidence. A rushed transition reads as unprofessional.
I think of it like a relay race – if the runner drops the baton during the handoff, it affects the whole team’s performance. A smooth transfer of duties keeps everything running smoothly for staff and patients alike.
4. Lessons Learned: Reflecting and Moving Forward
As tough as lettings someone go can be, they’re also opportunities for reflection, growth and strengthening your clinic culture. Here are some ways to find the silver linings:
- Check in with remaining staff – Have an open discussion at the next team meeting. Address any concerns and provide reassurance.
- Review your hiring – Look back at the hiring process – were there any red flags you overlooked or questions you should add? This can help with future recruiting.
- Ask for feedback – Talk to other dentists and industry peers. An outside perspective can give helpful insights into your management blindspots.
Here’s an example of reflecting on your own learnings:
| Aspect | What Went Well | Areas of Improvement |
|---|---|---|
| Communication | Direct tone | Could have been more empathetic |
| Setting | Private room | Rushed timing |
| Post-firing transition | Smooth hand off | Needed more documentation |
Letting someone go, whether a dental assistant or any team member, is draining and difficult. But approached with care and humanity, it can actually help you become a better leader. These pivotal moments remind us that it’s not just about the termination itself – it’s the journey of growth, learning and moving forward that matters most. Trust me, I’ve been there. With time and the right mindset, hard decisions can make your dental team and you even stronger.
