Reminders that actually get responses.
Two-way AI SMS reminders let patients confirm, reschedule, or cancel—no portals, no hold times. Penciled handles the conversation and updates WebPT automatically.
What confirmation automation eliminates
Front office teams spend hours managing confirmations manually. Penciled handles it automatically.
One-way reminders ignored
Standard reminders get no response—you only find out about no-shows when they don't arrive
Phone lines tied up
Patients call in to confirm, cancel, or reschedule, overwhelming front desk staff
Late cancellations
Cancellations discovered too late to fill the slot, losing revenue every time
No-shows drain revenue
Each no-show costs $150-300 in lost revenue plus wasted therapist time
Manual WebPT updates
Staff must manually mark confirmations and cancellations in the EMR
Policy enforcement gaps
Cancellation policies aren't consistently communicated or enforced
How it works
From reminder to action—no phone calls, no manual updates required.
Reminder Sent
Patients receive a personalized SMS reminder 24-48 hours before their appointment.
Patient Responds
AI understands natural language—'yes', 'can't make it', or 'need to reschedule' all work.
Action Taken
Confirmations logged, cancellations trigger waitlist, reschedules get booking links—all automatic.
Key benefits
Two-way SMS conversations
Patients reply "yes" to confirm or "no" to cancel. AI understands natural language responses.
Instant WebPT updates
Confirmations and cancellations are recorded in WebPT immediately—no manual entry.
Auto-triggers waitlist
When a patient cancels, the waitlist system is notified instantly to fill the slot.
Policy-aware cancellations
Enforces your cancellation policies, including fee collection when applicable.
Results from real clinics
What clinics are saying
"The automation around reminders, cancellations, and rescheduling has significantly reduced no-shows and short-notice cancellations, some of our biggest frustrations."
"If I can schedule and cancel my visits by just sending a text... that is HUGE. Nobody wants to sit on hold or leave voicemails and play phone tag."
Clinics like yours are already ahead.
Every month without Penciled is visits lost and hours wasted. Join 200+ providers who've already made the switch.
- 14.8% more visits occurred (Marketplace)
- Automated reminders & waitlist
- Self-scheduling for evals & follow-ups
- Plan-of-care compliance nudges
Go live in days. Payback within your first month.