See more patients. With less hassle.
Penciled schedules initial exams, collects intake, schedules out plans of care, sends reminders, handles cancellations, and books waitlist patients into openings—integrated directly into WebPT.
Trusted by WebPT clinics across the U.S.
Penciled delivers results for physical therapy clinics.
Read our case studies with physical therapy clients of all sizes.
How Penciled's WebPT integration filled 144 cancellations per month.
Renew Physical Therapy increased cancellations filled after introducing Penciled's AI to book appointments directly into the WebPT schedule without human supervision.
Automated waitlist filled hundreds of cancellations each week.
Origin Physical Therapy partnered with Penciled to bring automated waitlists to the enterprise.
Solo practitioner returns investment in first 2 weeks.
Tenet Therapies leveraged Penciled's AI waitlist to fill last-minute cancellations.
Automation your front office will love.
Here are the core problems we solve- integrated with WebPT.
Initial exam scheduling
Allows you to schedule initial exams with new patients via SMS.
Plan‑of‑care compliance
Consolidates care plans across notes and texts patients to schedule missing visits.
Smart reminders
Asks patients if they're coming and cancels visits automatically if not.
Automated waitlist
Scans WebPT for cancellations and offers openings to waitlisted patients in realtime.
Intake (coming soon)
Messages patients to complete intake forms before their visit.
Referrals (coming soon)
Reads inbound fax referrals, creates patient records, and schedules initial visits.
Common questions we hear...
How are patients added to the waitlist?Waitlist+
My therapists write “2–3 times per week” in the “Other” field in WebPT. How will Penciled schedule?Plan of Care+
Can you customize reminder messages?Reminders+
What happens if we manually schedule someone in a slot that has a hold?Scheduling Rules+
Can we add the clinic phone number to messages?Messaging+
Still have questions? Email us at support@penciled.com
ROI you can measure
- • Fill cancellations in minutes instead of hours.
- • Lift POC completion with proactive outreach.
- • Reduce no‑shows with conversational reminders.
- • Free your team for high‑value in‑clinic work.
Quick ROI estimate
Plug in rough numbers; shows a simple +11% uplift in monthly revenue/appointments.
Go live in days
Get BAA
Schedule an intro call to get a Business Associate Agreement signed.
Create WebPT account
Create an account on WebPT to get started.
Go live
Configure your AI's settings and go live.
What our clinics say
Steve MongielloOwner“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.”
SusanaLead front office coordinator“I like that it would automatically fill the appointment on the schedule.”
Nicole SabesClinic director“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.”
AdelleFront office coordinator“I loved the scheduling aspect! I didn't have to think about what needed to be filled which saved a lot of stress.”
Ritesh Tripathi, PT DPTOwner“I initially discovered Penciled through email marketing and didn't give it much thought. However, after a few months of cancellations and our front desk struggling to fill open spots, I decided to book an introductory meeting with Shawn. He was incredibly friendly, clearly demonstrating the platform's usefulness and its cost-benefit to our clinic, which made me willing to give it a try. The Penciled team was excellent in setting up our account and was consistently responsive to my questions and support needs. Since implementing the platform with WebPT, it has become a great asset and a significant time-saving tool for our front desk in filling cancellation spots. I highly recommend Penciled for any small business or single-to-two provider clinics, whether they have a front desk or not.”
Angelica MoisesPT intern“Quickly sending out openings to patients once a cancellation occurs.”
CassieClinic director“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.”
Sarah RaoProgram manager“The Penciled platform and team have been instrumental in our clinic's success. Prior to the platform, our admin teams were manually texting every patient on the waitlist with last minute openings. With the help of the Penciled team, we setup the platform to cater to our clinic's needs. Our utilization drastically increased, and our patients were excited to snag last minute openings when they were only expecting their next appointment to be months out. We're very impressed with the capabilities and can't wait to see what new features they will come up with next!”
Tamara KeyesFront office coordinator“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.”
LetyFront office coordinator“I like how it saved me time from manually going through the waitlist myself.”
Giulia SerbiaFront office coordinator“It was very satisfying to look at the schedule and see a spot filled up.”
Nicole SabesClinic director“Shawn and the team were super helpful and adaptive with making changes and adjusting to what our clinic needed.”
Let AI work for you—not against you.
Increase visits occurred and reclaim front-office time with the only AI front office integrated into WebPT.
- 11%+ more visits occurred (typical)
- Automated reminders & waitlist
- Self-scheduling for evals & follow-ups
- Plan-of-care compliance nudges