INTEGRATED WITH WEBPT
Books 3,245 appointments each month
Trusted by 257 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.
Plan of care
Extracts plan of care documents from WebPT SOAP I and II
Messages patients to schedule missing visits
Calculate plan of care completion across all patients by provider
Learn more about plan of care
Reminders
Sends reminder texts at preferred times before visits
Handles cancellation requests and processes late cancel fees
Track patient replies and AI responses in real time
Learn more about reminders
Waitlist
Automatically detects cancellations in WebPT
Scans the waitlist to find patients waiting for slots
Schedules the patient with the quickest response
Learn more about waitlist
Software built to run in the background.
Penciled’s AI front office assistant constantly scans your EHR for new information and messages patients 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 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
"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!"
Sarah Rao
Program manager
"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
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“If you are on WebPT, this is a no-brainer...”
ROI
Steve Mongiello, PT
Owner, Renew Physical Therapy
