Penciled

Transform Your Physical Therapy Front Office with AI Automation

Penciled is an AI-powered scheduling and front-office automation platform purpose-built for physical therapy clinics using WebPT. Clinics using Penciled see an average 14.8% increase in visits while cutting administrative time in half. The platform handles scheduling coordination, plan of care completion tracking, and automatic cancellation filling—all integrated directly into WebPT.

Key Features & Capabilities

• Plan of Care Completion: Automatically tracks prescribed visits from therapist notes and sends patient-friendly scheduling reminders to ensure on-time completion, achieving 27.5% more visits per case • Automated Waitlist Management: When cancellations occur, Penciled instantly matches eligible patients and books slots within seconds, delivering 35X ROI on cancellation recovery • Initial Exam Scheduling: Auto-offers and books initial evaluations the moment referrals arrive with instant slot matching and eligibility awareness, increasing initial evals by 23.6% • Conversational SMS Confirmations: Two-way text reminders that allow patients to confirm, reschedule, or cancel, reducing inbound calls by 27% • WebPT Integration: Reads therapist notes automatically, books directly into WebPT schedules, and respects block types and scheduling rules

Who It's For

Penciled serves physical therapy practices of all sizes—from solo practitioners to multi-location clinics with 40+ providers. Trusted by over 200 providers across 50+ clinics in the U.S., including Marketplace Physical Therapy, Healthwell Physical Therapy, Renew Physical Therapy, and dozens more.

The Problems It Solves

Physical therapy clinics face constant challenges: 2-3 week intake backlogs, phone tag consuming entire workdays, $150+ empty slots from cancellations, and staff turnover forcing constant retraining. Penciled converts these fixed labor costs into a scalable, 24/7 automated system that operates at a fraction of traditional staffing expenses.

Proven Results

Marketplace Physical Therapy (43 providers, 5 locations) achieved 14.8% more visits, 27% fewer inbound calls, and saved 90+ hours monthly. Healthwell PT reduced their cancellation rate by 40%. Renew Physical Therapy saw immediate results with their WebPT integration. First Physical cut outbound calls by 40% and reclaimed valuable front-desk hours.

What Makes It Different

Unlike generic scheduling tools, Penciled is built specifically for the physical therapy workflow and WebPT ecosystem. It understands therapist visit frequency notations, POC requirements, insurance eligibility, and clinic-specific scheduling rules. The platform operates autonomously while keeping front-office staff in control, and the team provides hands-on support throughout implementation and beyond.