4.8 AVERAGE USER RATING

Book more appointments. With fewer costs.

Book more appointments. With fewer costs.

Book more appointments. With fewer costs.

Book more appointments. With fewer costs.

Penciled’s AI front office assistant books more appointments than your staff for less than the cost of their health insurance.

Penciled’s AI front office assistant books more appointments than your staff for less than the cost of their health insurance.

Penciled’s AI front office assistant books more appointments than your staff for less than the cost of their health insurance.

Penciled’s AI front office assistant books more appointments than your staff for less than the cost of their health insurance.

Books 3,245 appointments each month

Trusted by 257 physical therapists

Cancellation filled in 23 seconds.

Fee collected.

Can I cancel my 2pm?

We require a 24 hour cancellation fee. Would you like to pay that now?

Penciled AI assistant

Patient

Contacting waitlist patients...

Penciled books thousands of appointments per month for physical therapists

Penciled books thousands of appointments per month for physical therapists

What is Penciled?

AI front office assistant for high-volume physical therapists.

Penciled is a generative AI-powered front office assistant that texts with your patients and integrates with your EHR to keep your schedules full 24/7.

For less than your health insurance.

Penciled automates processes designed to drive revenue.

Penciled was built inside of physical therapy front offices to eliminate hundreds of hours of copying messages into Weave.

View schedule

Avoid squandering time redesigning each element

Reminders

Avoid squandering time redesigning each element

Waitlist

Avoid squandering time redesigning each element

Plan of care

Avoid squandering time redesigning each element

$75

Due now.

Cancellation fees

Avoid squandering time redesigning each element

Rescheduling

Avoid squandering time redesigning each element

Calendar invites

Avoid squandering time redesigning each element

Google reviews

Avoid squandering time redesigning each element

No show fees

Avoid squandering time redesigning each element

View schedule

Avoid squandering time redesigning each element

Reminders

Avoid squandering time redesigning each element

Waitlist

Avoid squandering time redesigning each element

Plan of care

Avoid squandering time redesigning each element

$75

Due now.

Cancellation fees

Avoid squandering time redesigning each element

Rescheduling

Avoid squandering time redesigning each element

Calendar invites

Avoid squandering time redesigning each element

Google reviews

Avoid squandering time redesigning each element

No show fees

Avoid squandering time redesigning each element

Learn more

Penciled automates processes designed to drive revenue.

Penciled was built inside of physical therapy front offices to eliminate hundreds of hours of sending text messages in Weave.

View schedule

Respond immediately to help patients manage their schedule.

Reminders

Deliver detailed, customizable reminders that actually do stuff like cancel in real time if the patient can no longer make it.

Waitlist

Rapidly fill cancellations.

Plan of care

Make sure every prescribed visit makes into the schedule.

$75

Due now.

Cancellation fees

Require fee payment if within 24 hour cancellation window.

Rescheduling

Let patients reschedule in real time so they don't miss visits they can't make.

Calendar invites

Get your visits onto patients' calendars- front and center.

Google reviews

Collect reviews automatically to grow your practice.

No show fees

Request no show fees with no awkward human interactions.

Learn more

How is this different than Prompt?

Introducing

agentic AI

for physical

for physical therapy

therapy front offices.

front offices.

Penciled is the first fully autonomous, LLM-powered SMS agent integrated with your existing EHR. Penciled is not an EHR- it’s an AI employee that can use your EHR 10X more effectively than your staff.

Penciled is the first fully autonomous, LLM-powered SMS agent integrated with your existing EHR. Penciled is not an EHR- it’s an AI employee that can use your EHR 10X more effectively than your staff.

Penciled is the first fully autonomous, LLM-powered SMS agent integrated with your existing EHR. Penciled is not an EHR- it’s an AI employee that can use your EHR 10X more effectively than your staff.

Get started

GENERATIVE AI

GENERATIVE AI

GENERATIVE AI

Ultra powerful LLMs.

Ultra powerful LLMs.

Ultra powerful LLMs.

Leverage the latest in generative AI technology to scale your operations and deliver exceptional patient experiences.

Power of LLMs like the ones powering ChatGPT

Connected to your EHR to send and retrieve data

Trained to handle patient requests that you allow

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AI ASSISTANT

AI ASSISTANT

AI ASSISTANT

Crafted around your operations.

Crafted around your operations.

Crafted around your operations.

Customize your AI assistant using hundreds of settings built alongside physical therapists at independent practices and nationwide brands.

Adjustable settings for each functional module

Configurable for each location independently

Strictly enforces the policies of your clinic

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MONITORING AND REPORTING

MONITORING AND REPORTING

MONITORING AND REPORTING

Outcomes. Delivered.

Outcomes. Delivered.

Outcomes. Delivered.

Penciled independently calculates core metrics using raw data from your EHR. So you get numbers you can count on.

Metrics evaluating AI assistant's performance

Core scheduling metrics across your practice

Independently calculated

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CONTINUOUS SELF-AUDITING

CONTINUOUS SELF-AUDITING

CONTINUOUS SELF-AUDITING

Trusted and verified.

Trusted and verified.

Trusted and verified.

Eliminate human error and gain 100% accountability into communications, actions completed, and outcomes achieved.

Continuously logs messages, actions, and outcomes

Generates action items for tasks that need humans

Export data at any time

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Software built to not be used.

Penciled’s AI front office assistant constantly scans your EHR for new information and makes changes on its own. So you can set it up once and trust the AI to execute in the background.

Penciled supercharges your existing EHR.

Penciled integrates with your EHR so you can avoid expensive EHR migrations and still leverage the latest technology. Because our AI is integrated so deeply, we only support a few EHRs currently. If you don’t see yours, reach out (we may be releasing it soon).

Your success is our top priority.

Penciled is a team of software engineers from Harvard and MIT based in San Francisco, funded by the same top-tier VCs like Y Combinator and Initialized Capital who backed Athelas and Weave on day 0. We are the fastest-shipping dev team in the industry. Our customers tell the story.

"Penciled saved our front offices hundreds of hours every month dealing with the waitlist, and we saw over 35X ROI on cancellations re-booked by Penciled. Results were immediate once they launched the WebPT integration. If you are on WebPT, this is a no-brainer."

Steve Mongiello

Owner

"I like that it would automatically fill the appointment on the schedule."

Susana

Lead front office coordinator

"For us it's been great because we moved from 3 to 2 front office staff which is super cost effective, and it allows our front office to be more present with patients in the clinic providing a better overall experience."

Nicole Sabes

Clinic director

"I loved the scheduling aspect! I didn't have to think about what needed to be filled which saved a lot of stress"

Adelle

Front office coordinator

"Quickly sending out openings to patients once a cancellation occurs."

Angelica Moises

PT intern

"I like that it integrated into our schedule, you could clearly see when it was running and when it was filled. I also liked that you could see a list of messages that the bot could not respond to on its own so we could make sure no communications were missed."

Cassie

Clinic director

"This new platform is fantastic! What took hours to fill our appointments each week, now takes seconds. Thanks for helping to make our front office work much more efficient."

Tamara Keyes

Front office coordinator

"I like how it saved me time from manually going through the waitlist myself."

Lety

Front office coordinator

"It was very satisfying to look at the schedule and see a spot filled up"

Giulia Serbia

Front office coordinator

"Shawn and the team were super helpful and adaptive with making changes and adjusting to what our clinic needed"

Nicole Sabes

Clinic director

"Penciled has great customer service and is always ready to solve the next problem!"

Addison

Business manager

"I think Penciled was very convenient, and in just a few clicks I was able to waitlist patients for weeks at a stretch."

Anjani

PT intern

"Customization and tech support was great."

Sarah Meech

Physical therapist

"Penciled has been a game-changer with how we do our waitlist and the seamless integration with WebPT is phenomenal."

Kha Nguyen

Clinic director

"Trusting the bot to book appts in messages and scheduling software without double booking."

Sophia

Front office coordinator

"It helped schedule when we needed to focus on other things."

Olivia

Front office coordinator

"Constant update of new features and integration with WebPT to auto-schedule. The developer team was very responsive."

Kha Nguyen

Clinic director

"Liked how it signaled when a cancel was processed and automatically put people into the schedule when they agreed to an appointment. Having that visual on schedule was helpful. Appreciated your adjustment for action items boxes for marking complete. I like how you had adjustments for how far out to reach and different priorities of patients."

Jessica

Clinic director

"Streamlining the waitlist was what Pencil promised and that’s what it delivered! We were able to fill our schedule 95%of the time from Pencil, it helped our patients get notified immediately and it allowed our front office to focus on other tasks while the bot worked on filling our patient schedule. One of the better products out there and the development team was so open to feedback!"

Imee

Chief growth officer

Get started

Calculate your savings with Penciled

Tell us about your clinic

Baseline clinic metrics

Active patients

No show rate

Cancellation rate

Average number of visits prescribed per patient

Average revenue per visit

Cancellation fee

Cancellation fee application rate

No-show fee

Cost per reminder text from EHR

Monthly salary per front office employee

Number of front office employees

Front office performance

Average plan of care scheduled currently

Current cancellation backfill rate

No show fee collection rate

Cancellation fee collection rate

Penciled features

Calendar invites

Automated review collection

Automated reminders

Automated waitlist

Automated plan of care compliance

Automated rescheduling

Automated no-show fee collection

Automated cancellation fee collection

Results comparison

Impacted metric

Without Penciled

With Penciled

Active patients

0
0

Automated review collection

Cancellation rate

0

%

0

%

Calendar invites

Automated reminders

Automated rescheduling

No-show rate

0

%

0

%

Calendar invites

Automated reminders

Cancellation backfill rate

0

%

0

%

Automated waitlist

Plan of care scheduled

0

%

0

%

Automated plan of care compliance

Automated rescheduling

No-show fee collection rate

0

%

0

%

Automated no-show fee collection

Cancellation fee collection rate

0

%

0

%

Automated cancellation fee collection

Front office staff

0
0

Reminder texts

0
0

Addressable revenue items

Without Penciled

With Penciled

Visits scheduled

0
0

Visits occurred

0
0

Addressable revenue

Without Penciled

With Penciled

Visits occurred

$

0

$

0

Cancellation fees collected

$

0

$

0

No show fees collected

$

0

$

0

Total

$

0

$

0

Addressable costs

Without Penciled

With Penciled

Front office staff expense

$

0

$

0

Reminder text expense

$

0

$

0

Total

$

0

$

0

Difference

Without Penciled

With Penciled

Associated revenue minus costs

$

0

$

0

Savings per month

Savings per month

Savings per month

Savings per month

$

0
Get your cost savings report.

Save your data and share your report with others by inputting your email.

“If you are on WebPT, this is a no-brainer...”

RENEW PHYSICAL THERAPY, 5 CLINICS

RENEW PHYSICAL THERAPY, 5 CLINICS

RENEW PHYSICAL THERAPY, 5 CLINICS

RENEW PHYSICAL THERAPY, 5 CLINICS

“Penciled saved our front offices hundreds of hours every month dealing with the waitlist. Results were immediate once they launched the WebPT integration. If you are on WebPT, this is a no-brainer.”

“Penciled saved our front offices hundreds of hours every month dealing with the waitlist. Results were immediate once they launched the WebPT integration. If you are on WebPT, this is a no-brainer.”

“Penciled saved our front offices hundreds of hours every month dealing with the waitlist. Results were immediate once they launched the WebPT integration. If you are on WebPT, this is a no-brainer.”

“Penciled saved our front offices hundreds of hours every month dealing with the waitlist. Results were immediate once they launched the WebPT integration. If you are on WebPT, this is a no-brainer.”

36X

36X

ROI

150

Visits recaptured

per month

445

Hours saved

per month

150

Visits recaptured

per month

445

Hours saved

per month

Get started

Steve Mongiello, PT

Owner, Renew Physical Therapy

Get started

The future of front office for physical therapy.

Find out if your practice could benefit from an AI front office assistant.

AI front office assistant for physical therapy.

© 2024 Penciled. All rights reserved.

AI front office assistant for physical therapy.

© 2024 Penciled. All rights reserved.

AI front office assistant for physical therapy.

© 2024 Penciled. All rights reserved.

AI front office assistant for physical therapy.

© 2024 Penciled. All rights reserved.

AI front office assistant for physical therapy.

© 2024 Penciled. All rights reserved.