Scheduling initial exams

Rather than calling patients to schedule initial exams, some clinics prefer to send a scheduling link that allows new patients to automatically book their own initial exams.

Triggering initial exam scheduling

When adding a new patient

When you add a new patient from WebPT, you can send them an initial exam scheduling link directly.

Open the Add Patient window.
Select the patient you want to import from WebPT.
Choose Book Initial Visit under “Next Steps.”
Click Add Patient.

This will immediately send the patient a secure link to schedule their initial exam.

Add a patient from WebPT and send an initial exam scheduling link. — Select *Book Initial Visit* to automatically send a scheduling link to the patient.

What the patient sees

Once the patient receives the link, they’ll be guided through a simple scheduling flow to pick their preferred time.

Step 1: Review visit details

The patient sees their appointment type, duration, clinic phone number, and visit mode (in-person or telehealth).

Patient scheduling interface showing appointment details. — Patients start by reviewing appointment details for their initial examination.

Step 2: Choose a date

Patients can scroll through available days and select a date that works best for them.

Patient calendar view for selecting a date. — Patients select their preferred date for the initial exam.

Step 3: Select a time

Once a date is selected, available appointment times and providers appear.

Patient selecting an available appointment time. — Patients can choose their preferred provider and time slot.

Step 4: Confirm the appointment

After selecting a time, the patient reviews the appointment summary and confirms the booking.

Confirmation screen after scheduling the appointment. — Once confirmed, the patient receives a confirmation message and text.

Confirmation and follow-up

After the appointment is confirmed, the patient will receive a confirmation text like the one below.

Your appointment with Dr. James Carter on Monday, October 27, 2025 at 9:00 AM is confirmed. See you there!

This message is customizable in your Penciled settings.