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Penciled

AI front office assistant for physical therapy

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Overview

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Penciled is a generative AI-powered front office assistant purpose-built for high-volume physical therapy clinics. It integrates directly with popular EHR systems such as WebPT to fully automate patient scheduling, reminders, and communication. By proactively reaching out to patients via text, handling cancellations, and filling last-minute openings, Penciled keeps schedules full and maximises clinic revenue—all while significantly reducing front office staff workload. Trusted by hundreds of physical therapists and booking thousands of appointments every month, Penciled operates autonomously in the background, leveraging state-of-the-art language models built by Harvard and MIT engineers for a reliable, human-like patient experience.

How It Works

  • EHR Integration: Deeply connects to your EHR (e.g., WebPT) to exchange patient and scheduling data instantly—no migration needed.
  • Automated Scanning: Continuously monitors your EHR for care plans, appointments, new cancellations, and more.
  • Proactive Patient Communication: Texts patients to book missing visits, sends reminders, and manages change requests automatically.
  • Real-time Schedule Management: Detects and fills open slots instantly by messaging waitlist patients, booking whoever replies first.
  • Background Operation: Fully autonomous, making schedule changes hands-off for your staff.
  • Customisable Settings: Configure hundreds of settings per module, independently for each location to enforce your clinic policies.
  • Accountability & Metrics: All communications and actions are logged, with scheduling metrics and tasks for anything needing manual review.

Use Cases

Maximising Patient Visits
Ensure every prescribed visit from a patient's plan of care is scheduled, boosting adherence and increasing practice throughput.
Filling Last-Minute Openings
Automatically contacts patients on the waitlist after a cancellation, rapidly filling open slots to keep schedules full and productive.
Streamlining Front Office Operations
Automate routine front office communication and scheduling, letting your staff focus on in-person care and higher-impact tasks.

Features & Benefits

  • Automated Plan of Care Scheduling
  • Intelligent Reminders
  • Dynamic Waitlist Management
  • Real-time Rescheduling
  • Automated Fee Collection
  • Calendar Invites
  • Automated Google Review Collection
  • Deep EHR Integration (WebPT)
  • Customisable AI Assistant
  • Comprehensive Performance Metrics

Target Audience

  • High-volume physical therapy clinics
  • Physical therapists
  • Clinic owners and directors
  • Front office managers and staff
  • Healthcare organisations seeking patient scheduling automation
  • Clinics using WebPT or other compatible EHR systems

Pricing

Penciled is designed to be very cost-effective, priced at less than your health insurance. Specific plans and tiers are not detailed in the information provided. Clinics are encouraged to use the ROI Calculator to estimate potential savings and increased revenue.

FAQs

What is Penciled?

Penciled is an AI-powered front office assistant specifically designed for physical therapy clinics. It automates patient scheduling, reminders, and communication via text, integrating with your EHR to keep your schedules full and maximise revenue.

How does Penciled integrate with my existing EHR system?

Penciled offers deep integration with popular EHRs like WebPT. It scans your EHR for new information and makes changes directly, allowing you to leverage advanced AI technology without needing to migrate your existing system.

What kind of results can a physical therapy clinic expect from using Penciled?

Clinics using Penciled have reported significant improvements, including booking thousands of appointments monthly, reducing front office workload by hundreds of hours, achieving over 35X ROI on re-booked cancellations, and seeing increased patient visits and revenue.

Can Penciled be customised for my clinic's specific needs?

Yes, Penciled offers hundreds of adjustable settings for each functional module. It can be configured independently for each clinic location and is designed to strictly enforce your specific clinic policies and workflows.

How does Penciled handle patient communications and scheduling?

Penciled uses generative AI to text patients for scheduling missing visits, sending detailed reminders, and managing rescheduling requests in real-time. It also automatically detects cancellations and contacts waitlist patients to fill slots, ensuring efficient patient flow and full schedules.

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