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 structurally eliminate outstanding balances – especially with group therapies where several parents have to be billed separately. Payrexx Payment Links and Pages work without a booking tool plugin and with TWINT, cards, and mobile wallets.

This guide shows you the easiest ways to implement online payment in your occupational and speech therapy practice, how group therapies are billed as flat rates, and why prepayment is particularly useful in the KVG (health insurance) context.

1. Why online booking with payment makes perfect sense for occupational/speech therapy

In the KVG area, direct payment by parents is often an organizational problem: The therapist must either collect payment on-site after each session or issue an invoice. Both are cumbersome. Online booking with immediate payment – including for the personal contribution – fundamentally solves the duplicate billing/dunning problem.

Even more relevant: In group therapies, 3–5 different parents have to be billed separately and for different amounts (different deductible situations, different personal contributions). Solving this manually or with paper invoices is a major effort. Payrexx Pages with a fixed group price per child, which all parents can access, reduce this effort to a minimum.

2. Three payment models for occupational/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 determined individually after the session. The simplest solution, no setup required other than a Payrexx account. Ideal for practices with only a 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 own choosing. The therapist can see in the Dashboard who has paid. Ideal for recurring groups.

Model C: Prepayment before start of course

For therapy courses (e.g., 10-week language development group), the full course fee is collected before the first appointment via Payment Link or Page. Advantage: Maximum liquidity, no risk of unpaid status over 10 weeks. Highly recommended 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:

• Create a new page under Pages in the Payrexx Dashboard

• Page name: e.g. 'Language development group Tue 15:00 – fee per child'

• Set the 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 used permanently in the course confirmation – no manual link creation is needed for each new round.

4. Prepayment for therapy courses: Collect KVG personal contribution upfront

Historically, in a 10-week course parents typically pay 10 × CHF 8–15 personal contribution = CHF 80–150 per child. This amount can be collected in advance at the start of the course. Advantages: no 10 separate Payment Links, no outstanding items at the end of the course, better liquidity for the practice.

If the exact personal contribution is only known after the health insurance company's last franchise statement, Model B (Page after each session) is recommended instead of prepayment – the amount is then variable and a Page with a fixed price will not work. For private services with a fixed course fee, prepayment is always advisable.

5. Parent communication: Integrate payment information into the booking 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 share before the course starts using the following link: [URL]. You can pay by TWINT, credit card, or debit card.'

For parents who are not familiar with digital payments: Attach a brief explanation and recommend TWINT as the first option – TWINT is widely used and easy to use in Switzerland, even for older parents.

6. Data protection DPA: Parent data and patient data

Only payment data is stored in the Payrexx Dashboard – no diagnoses, no therapeutic reports, no patient files. For payment processing, Payrexx is considered a processor in accordance with DPA Art. 9. A data processing agreement (DPA) is required – Payrexx will provide this on request.

Do not use diagnoses or therapeutic details in the booking reference or Page title. 'Language development group Tue 15:00' is correct – 'Speech therapy stuttering group' contains therapeutic details and should be avoided.

7. Checklist: Setting 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 prepayment: Create a Payment Link with the total amount

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

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

• Monitor incoming payments from parents and adjust the workflow if necessary

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