I Don't Know How to Fire Someone - A Guide for Wellness Practice Owners
Nobody goes into the wellness industry because they love letting people go. Most practice owners dread this conversation more than almost anything else in their business. And because they dread it, they delay it - which almost always makes both the situation and the eventual conversation worse.
Here is what you need to know to handle this with clarity, compassion, and the protection your practice needs.
Before the Conversation: Documentation
If termination comes as a complete surprise to the employee, it usually means the practice owner has been avoiding performance conversations. In most cases, a termination should not be a surprise - it should be the final step in a documented process of feedback, expectations, and fair opportunity to improve.
Before you have the termination conversation, make sure you have:
• Written documentation of the performance or conduct issues
• Evidence that expectations were clearly communicated
• Records of previous conversations, warnings, or improvement plans
• Consulted with an HR professional or employment attorney if the situation is complex
If you are terminating for cause (misconduct, policy violation, performance that was clearly communicated and not improved), documentation is your protection. If you are terminating without cause in an at-will state, the bar is lower - but documentation of the situation still matters.
When to Get Professional Advice
Before any termination that involves a protected class characteristic, a recent workers compensation claim, a leave of absence, or any allegation of discrimination or harassment, talk to an HR professional or employment attorney first. These situations carry elevated legal risk and the conversation needs to be handled carefully.
The Conversation Itself
Keep it short, direct, and dignified. This is not the time for a lengthy review of everything that went wrong. The decision has been made. The conversation is about communicating it clearly and treating the person with respect.
What to Say
Begin directly. 'I need to tell you that we are ending your employment, and today is your last day.' Do not lead with an apology or a lengthy preamble - it creates confusion about what is happening.
Give a brief, honest reason. You do not owe a detailed explanation, but a vague or evasive reason is harder to hear than a clear one. 'Your performance has not met the expectations we have discussed' or 'We are making a change in the direction of this role' are both honest and appropriate.
Cover the practical details. Final paycheck timing, return of keys or equipment, how their last day will work. Have this prepared before the conversation.
What Not to Say
Do not over-explain, apologize excessively, or leave room for negotiation about the decision. Do not say 'this is just as hard for me as it is for you.' Do not promise a reference you are not prepared to give.
The Logistics
• Have the conversation in a private space, not on the practice floor
• Have a witness present if possible, particularly for complex situations
• Have their final paycheck ready or know exactly when it will be issued per your state's law
• Have a written separation letter ready that confirms the terms
• Immediately after the conversation, revoke system access and collect practice property
After the Conversation
Communicate to your team before they hear it from someone else. You do not need to share details. 'I want you to know that [name] is no longer with our practice. I will not be sharing details out of respect for their privacy. I am happy to answer questions about how we will manage the transition.'
Then do the reflection that prevents the same situation from recurring. Was the role clearly defined? Was the hire well-matched to the role? Was feedback given consistently and early? What would you do differently next time?
Want This Done in Minutes Instead of Hours?
The WellPeople App handles this for you - built specifically for wellness practices, in minutes instead of hours. Tell it about your practice and it does the rest.
Try the WellPeople App free for 30 days -> app.wellpeoplesolutions.com