Renew Physical Therapy
Case studies
Real clinics. Real results.
Explore how Penciled automates front-office workflows for WebPT clinics and beyond—filling cancellations, improving plan-of-care completion, and saving staff time without extra headcount.
Origin Physical Therapy
Automated waitlist filled hundreds of cancellations each week.
Read case study
Tenet Therapies
Solo practitioner returns investment in first 2 weeks.
Read case studyDelight your front office.
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.”
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.”
AddisonBusiness manager“Penciled has great customer service and is always ready to solve the next problem!”
Frequently asked questions
How are patients added to the waitlist?Waitlist+
There are four ways patients can join the waitlist. First, when patients are initially prompted to schedule their plan of care, they can opt into the waitlist for any visits that don’t have available times available to them. Or, patients can simply reply to any text received from Penciled and ask to join the waitlist or update their waitlist status. Additionally, if the front office has printed out the waitlist QR code, patients can scan that QR code and join the waitlist. Lastly, the front office can add patients to the waitlist at any time.
My therapists write “2–3 times per week” in the “Other” field in WebPT. How will Penciled schedule?Plan of Care+
If the custom field stores the frequency, Penciled will parse it and schedule the highest allowable cadence.
Can you customize reminder messages?Reminders+
Yes—use templates with variables (provider name, appointment time, etc.).
What happens if we manually schedule someone in a slot that has a hold?Scheduling Rules+
If a block remains on the WebPT schedule, Penciled will not schedule into that time, even if you manually overbooked.
Can we add the clinic phone number to messages?Messaging+
Yes—templates are fully configurable and the AI follows your latest template.
Still have questions? Email us at support@penciled.com
Built for WebPT clinics
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
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30-day money-back guarantee