Resistance to change is probably the greatest obstacle in the digitalization of a clinic.
And it’s not a matter of age or technological skills, it’s a matter of trust.
Trust that the new system won’t complicate daily work, won’t waste time during consultations, and will truly help improve organization and traceability.In many clinics, the implementation of an EMR (Electronic Medical Record) is experienced with a mix of excitement and fear. If you are interested in this phase, you can read The 5 Most Common Mistakes When Implementing an EMR in Healthcare
Teams understand that the goal is to move forward, but they fear losing control over the processes they already master. And that feeling, perfectly natural, can completely stall adoption.
In the clinical setting, especially in assisted reproduction, this resistance tends to be even stronger: because processes are highly standardized, because every click and every minute matter, and because patient work leaves no room for mistakes.
1. Listen before implementing
Before talking about screens, licenses, or workflows, you have to talk to people.
Listen to how they work, what concerns them, what tasks take up most of their time, and what errors are most common.
This information is key to tailoring the system and designing an EMR that solves real problems.
Moreover, the simple act of asking and listening builds trust, it shows that the system isn’t something imposed, but a collaborative improvement built with their input.
2. Involve the team from the start
When doctors, embryologists, and nurses take part in decisions, even in small ones, their perception of the system changes completely.
Allowing them to review screens, validate reports, or test pilot versions helps the EMR evolve from “an imposed software” to “our system.”
The more visible their contributions are, the stronger their engagement with the tool becomes.
3. Train — but also support
Good technical training is essential, but it’s not enough.
The real challenge begins on the first day of actual use.
The key is ongoing support: being close when the first doubts or frustrations arise.
Having someone from the team or the provider available to solve issues in real time reduces resistance and speeds up the learning curve.
A close support plan, with someone who listens, explains, and helps adapt processes, makes the transition smoother and far less frustrating.
4. Measure and communicate the benefits
Adoption improves when the team sees concrete results.
Comparing data, such as registration times, error reduction, or better traceability, as those achieved with a cloud-based EMR, is far more motivating than any PowerPoint presentation.
If after three months doctors spend less time on reports, or embryologists avoid duplicate entries, it’s worth showing.
Making tangible benefits visible turns digitalization into a reality, not an abstract promise.
5. Lead by example
Adopting an EMR is not achieved through training alone, it requires example.
If department heads or medical directors don’t use the system, the rest of the team won’t either.
The most powerful message isn’t in emails or meetings, but in daily practice.
When leaders record, review, and rely on data within the EMR, the team understands that this isn’t a temporary initiative, but a new way of working.
That coherence between words and actions strengthens trust and transforms resistance into engagement.
Conclusion
Resistance to change isn’t an obstacle, it’s a message: the team needs confidence.
And that confidence is built through communication, training, and ongoing support.
Embryologists and doctors aren’t resisting the software itself, they’re resisting the loss of control, security, or time.
The real challenge is to show them, through facts, not promises, that the system will help them work better, not harder.
That’s how EMR adoption stops being a challenge and becomes true transformation
