Every prescribed visit. Scheduled automatically.
Penciled reads therapist notes, extracts visit frequencies, and auto-schedules patients for their full plan of care. No more 10-minute schedule-outs. No patients falling through the cracks.
“Patient should be seen 2x/week for 6 weeks”
“Hi Sarah! You have 2 visits scheduled this week. Tap to confirm or reschedule.”
What POC automation eliminates
Front office teams spend hours every day on tasks that Penciled handles automatically.
10-20 min per patient
Front desk spends this time manually scheduling each patient out for their full plan of care
Weekly phone tag
Staff must call patients who miss visits, playing phone tag to get them rescheduled
Manual auth tracking
Tracking authorization limits across payers is error-prone and time-consuming
Hiring to keep up
Need to increase visit volume without adding headcount to the front office
40% patient drop-off
Industry average—patients stop coming before completing their prescribed care
Referral backlogs
Teams are 2-3 weeks behind, and patients are lost by the time they're contacted
How it works
From therapist note to scheduled visits in seconds—no manual data entry required.
Note Saved
Therapist completes evaluation and documents the plan of care frequency in their note.
Penciled Reads
AI extracts "2x/week for 6 weeks" and calculates 12 total visits to schedule.
Patient Scheduled
Patient receives SMS with available times and can self-schedule remaining visits.
Key benefits
No more manual schedule-outs
Patients are scheduled for their full plan of care automatically—no 10-20 minutes per patient at the front desk.
Patients reminded before they drop off
SMS reminders sent proactively when visits are due, so patients stay on track without phone tag.
Auth limits enforced automatically
Never over-schedule beyond payer authorization limits. Insurance rules checked before every booking.
At-risk patients surfaced daily
Know who's falling behind before it's too late. Front office gets alerts for patients needing follow-up.
Results from real clinics
What clinics are saying
"When Penciled books over 50% of our visits, it fundamentally changes the cost structure of the business. It moves scheduling from fixed labor to a scalable system."
"Penciled has helped us significantly improve our number one priority: patient care, by assisting with a higher level of plan of care achievement."
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.