New patient to scheduled eval. Zero phone tag.
Penciled auto-offers and books initial evaluations via secure SMS links. Patients pick times that work; appointments land in WebPT. No portals, no passwords, no waiting.
What initial exam automation eliminates
Referral backlogs and phone tag cost clinics new patients every day. Penciled handles it automatically.
2-3 week referral backlog
New patients wait weeks for contact while coordinators work through data entry backlog
Phone tag wastes hours
Staff call patients, leave voicemails, wait for callbacks—endless back-and-forth
Patients go elsewhere
When contact is slow, patients find another provider or give up on PT entirely
Manual data entry burden
Coordinators spend hours entering referral data before they can even reach out
Lost referrals
Referrals fall through cracks, never scheduled, never followed up on
No visibility into pipeline
Leadership can't see how many referrals are pending, delayed, or lost
How it works
From referral to scheduled eval—same-day, no phone calls, no portals.
Referral Received
Patient referral arrives via fax, EMR, or manual entry. Penciled detects it immediately.
SMS Sent Same-Day
Patient receives personalized SMS with secure booking link. No portal login required.
Eval Scheduled
Patient picks from real-time therapist availability. Appointment books directly into WebPT.
Key benefits
Same-day patient contact
Reach new patients immediately instead of letting referrals sit in a backlog for weeks.
Self-serve scheduling
Patients see real-time therapist availability and book directly via secure SMS link.
Respects clinic rules
Honors therapist templates, block types, eligibility requirements, and authorization limits.
Optional holds with expiration
Reserve slots temporarily and auto-release if patient does not confirm in time.
Results from real clinics
What clinics are saying
"We have 7 New Patient coordinators working on data entry and no matter what we do we are always 2-3 weeks behind. Penciled changes that."
"The team at Penciled has blown us away! It has changed how our practice operates on the admin side by greatly reducing the load."
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.