Step by step: Online booking and group therapy payment for occupational therapy and speech therapy practices in Switzerland

Occupational and speech therapy practices that enable parents to book online with immediate payment eliminate outstanding balances structurally – especially in group therapies where multiple parents must be billed separately. Payrexx Payment Links and Pages work without a booking tool plugin and with TWINT, card, and mobile wallets.

This guide shows you the simplest ways to implement online payments in occupational and speech therapy practices, how group therapies are billed at a flat rate, and why advance payment is particularly sensible in the KVG/LAMal context.

1. Why online booking with payment makes particular sense for occupational and speech therapy

In the KVG/LAMal sector, direct payment by parents is often an organisational issue: after each session, the therapist either has to collect payment on-site or issue an invoice. Both are inconvenient. Online booking with immediate payment – including for the deductible/co-payment – fundamentally resolves the reminder issue.

Even more relevant: In group therapies, 3–5 different parents must be billed separately and for varying amounts (different deductible situations, different co-payments). Handling this manually or with paper invoices requires considerable effort. Payrexx Pages with a fixed group rate per child, accessed by all parents, reduce the effort to a minimum.

2. Three payment models for occupational and speech therapy practices

Model A: Payment Link after each session

After the individual session, the therapist sends an individual Payment Link via WhatsApp. The amount is set individually after the session. The simplest solution, requiring no setup other than a Payrexx account. Ideal for practices with few sessions per week.

Model B: Payrexx Page for group therapy

A Payrexx Page is created once with the fixed group therapy fee per child. All parents receive the URL in the course confirmation. Each parent pays individually and at a time of their choice. The therapist sees who has paid in the Dashboard. Ideal for recurring groups.

Model C: Advance payment before course start

For therapy courses (e.g. a 10-week language development group), the full course fee is collected via Payment Link or Page before the first appointment. Advantage: Maximum liquidity, no risk of reminders over 10 weeks. Particularly useful for course formats with a fixed course fee.

3. Creating a Payrexx Page for group therapy

Setting up a Payrexx Page takes less than 10 minutes:

• In the Payrexx Dashboard under Pages, create a new page

• Page name: e.g. 'Language Development Group Tue 15:00 – Fee per Child'

• Set amount: e.g. CHF 15 per session or CHF 130 for a 10-week course

• Optional: Add description and image

• Copy URL and send it in the course confirmation via email or WhatsApp

• Track incoming payments per parent in the Dashboard

Tip: Create different Pages for different groups. The URL can be permanently used in the course confirmation – no manual link creation for every new round.

4. Advance payment for therapy courses: Collect KVG/LAMal co-payment upfront

For a 10-week course, parents typically pay 10 × CHF 8–15 co-payment = CHF 80–150 per child. This amount can be collected upfront at the beginning of the course. Advantages: no 10 separate Payment Links, no outstanding balances at the end of the course, better liquidity for the practice.

If the exact co-payment is only known after the health insurer's final deductible statement, Model A (Payment Link after each session) is recommended instead of advance payment – the amount is variable in this case, and a Page with a fixed price is not suitable. For private services with a fixed course fee, advance payment is always recommended.

5. Parent communication: Integrate payment information into the appointment confirmation

The simplest integration: Insert the Payment Link or Page URL directly into the course confirmation or appointment confirmation. Sample text: 'Please pay your child's course fee before the start of the course via the following link: [URL]. You can pay with TWINT, credit card, or debit card.'

For parents unfamiliar with digital payments: Add a brief explanation and recommend TWINT as the first option – TWINT is widespread in Switzerland, even among older parents, and easy to use.

6. FADP/DSG Data Protection: Parent data and patient data

The Payrexx Dashboard contains only payment data – no diagnoses, no therapy reports, no patient files. For payment processing, Payrexx acts as a data processor under Art. 9 FADP. Data processing is governed by the Payrexx Terms and Conditions and the Privacy Policy.

Do not use diagnoses or therapeutic information in the booking text or Page title. 'Language Development Group Tue 15:00' is correct – 'Speech Therapy Stuttering Group' contains therapeutic details and should be avoided.

7. Checklist: Set up online booking and group therapy payment

• Create a Payrexx account (Free plan is sufficient for Payment Links and Pages)

• For group therapy: Create a Payrexx Page per group (one-off, 10 minutes)

• Integrate the URL into the course confirmation email or WhatsApp template

• Activate TWINT and credit card as payment methods

• For course advance payment: Create a Payment Link with the total amount

• Define booking text standards: Group name + child's initials, no diagnoses

• Conclude a DPA with Payrexx (Art. 9 FADP)

• Monitor initial parent payments and adjust workflow if necessary

Payrexx Pages and Payment Links are available in all plans, including Free – no monthly subscription, no contract lock-in. For group therapies, the Payrexx Page is the most efficient solution: set up once, use permanently, and track all payments in the same Dashboard.