Cancellation? Filled in minutes.
When a patient cancels, Penciled instantly messages eligible waitlist patients. First to reply gets the slot—all scheduled directly into WebPT without staff intervention.
What waitlist automation eliminates
Front office teams spend hours every day on manual waitlist management. Penciled handles it in seconds.
2-3 hours daily
Front desk spends hours every day manually managing the waitlist and calling patients
Spreadsheet chaos
Tracking waitlist in spreadsheets, Weave notes, or calendar blocks—error-prone and tedious
Revenue lost
Cancellations go unfilled when staff is overwhelmed, losing hundreds per empty slot
Phone tag
Texting and calling each patient individually, waiting for responses, playing phone tag
Staff burnout
High front office turnover with lengthy retraining on manual waitlist processes
Double bookings
Multiple patients confirm for same slot—race conditions cause double bookings and frustration
How it works
From cancellation to filled slot in under a minute—no manual intervention required.
Cancellation Detected
Penciled scans WebPT every 2 minutes and detects cancellations instantly.
Waitlist Contacted
All eligible patients are messaged in parallel. First to reply wins with sub-millisecond precision.
Slot Filled
Winner is auto-booked in WebPT. Others are notified the slot is taken. No staff intervention.
Key benefits
Instant cancellation detection
Scans WebPT every 2 minutes for cancellations and triggers outreach immediately.
Smart patient matching
Filters by provider preference, availability, appointment type, and duration.
Parallel outreach
Messages all eligible patients at once. First "yes" wins with sub-millisecond precision.
Auto-books in WebPT
Books directly into your schedule without any manual approval required.
Results from real clinics
What clinics are saying
"Penciled saved our front offices hundreds of hours every month dealing with the waitlist. Results were immediate once they launched the WebPT integration. If you are on WebPT, this is a no-brainer."
"Prior to the platform, our admin teams were manually texting every patient on the waitlist with last minute openings. Our utilization drastically increased, and our patients were excited to snag last minute openings."
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.