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What to Do When Staff Resist Change: A Clinic Owner’s Guide to Getting Buy-In
Takeaways
- Resistance is usually about uncertainty, not unwillingness.
- The earlier you involve your team, the smoother the transition will be.
- Leading with empathy and clarity beats forcing change every time.
You’ve made a big decision, maybe it’s switching to a new EMR, adjusting hours, or rolling out a new treatment workflow, and you’re excited about it.
But your team? Not so much.
Maybe they’re grumbling in team meetings. Maybe they’re dragging their feet. Or maybe they’re just…ignoring it altogether.
As a clinic owner, this can feel frustrating. You’re thinking, “This change is supposed to make things better, why can’t they see that?”
The truth is, most people don’t hate change, they just hate how it’s introduced. So let’s talk about how to turn resistance into buy-in and lead your team through change with more trust and less tension.
Why Change Is So Hard in a Private Practice Setting
Clinics aren’t just businesses, they’re teams. And in a tight-knit setting like yours, even small changes can feel deeply personal.
Here’s why your staff might resist:
- They weren’t part of the decision and feel blindsided
- They’re worried it’ll make their job harder, not easier
- They’ve seen changes before that didn’t stick, or just added more work
- They feel undervalued or unheard
Whether you’re trying to get clinic staff to use a new EMR or adopt a new schedule system, resistance usually stems from fear or frustration, not laziness or stubbornness.
If you’re facing resistance from your team, we can help you build a strategy that earns their trust and support.
How to Get Buy-In From Clinicians (Without Forcing It)
Here’s what actually works when you want your team to not just accept change, but engage with it.
1. Involve Them Early (Even If the Decision’s Already Made)
You might already be set on switching platforms or revamping operations. That’s okay. But bring your team in as early as possible to talk through how the change will happen.
Ask questions like:
- What concerns do you have about this shift?
- What would make this easier for you?
- What’s worked (or not worked) in past changes?
When people feel heard, they’re more likely to lean in, not push back.
2. Explain the “Why”, Not Just the “What”
Clinicians are smart, capable professionals. Treat them that way.
Don’t just announce, “We’re switching to a new system next week.”
Instead, say:
“We’re moving to a new EMR that’s faster, integrates online intake forms, and reduces charting time. I know it’s an adjustment, but it’s going to give us back hours each week, and let us focus more on patients.”
When you focus on benefits to them, the resistance often softens.
3. Name the Discomfort
A little honesty goes a long way. Say something like:
“I know change can be annoying or even scary at first. That’s totally normal. We’ll take it step-by-step.”
This helps normalize their reaction, and reminds them you’re on their side.
4. Appoint a “Champion”
Find someone on your team who is excited about the change (or at least open-minded). Let them help guide the rest of the staff. Peer-to-peer encouragement is often more effective than top-down mandates.
5. Give Support, Then Give Space
Offer training, cheat sheets, and check-ins. But also let your team fumble a bit as they get used to the change.
Try not to micromanage. Confidence grows through experience, not pressure.
Let’s work together to create a change management plan that gets everyone on board
Change Management in Private Practice Isn’t Just Strategy, It’s Leadership
Yes, you need a plan. But more importantly, you need empathy.
Leading through change is about making people feel safe, seen, and supported. Do that, and you won’t just get compliance, you’ll earn real buy-in.
Frequently Asked Questions
Start by explaining how the new EMR will benefit them, not just the clinic. Give them plenty of training, invite feedback, and show that their comfort matters in the rollout process.
Be honest about that. Let your team know you’ve learned from those experiences. This time, involve them more and take a phased approach that actually works for them.
It depends on the change, but most teams need at least 2-4 weeks to settle in. The key is steady communication and support, not rushing the process.
Medical Disclaimer:
The information presented in this blog post is for educational purposes and should not be interpreted as medical advice. If you are seeking medical advice, treatment or a diagnosis, consult with a medical professional such as one suggested on this website. The Clinic Accelerator Inc. and the author of this page are not liable for the associated risks of using or acting upon the information contained in this article.