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

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

This guide shows you the easiest ways to accept online payments in occupational and speech therapy practices, how group therapies are billed at a flat rate, and why prepayment is particularly useful in the KVG (compulsory health insurance) context.

1. Why Online Booking with Payment is Particularly Useful for Occupational/Speech Therapy

In the KVG sector, direct payment by parents is often an organisational problem: the therapist must either collect payment on site after each session or issue an invoice. Both are cumbersome. Online booking with immediate payment – also for the co-payment – fundamentally solves the 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 co-payments). Solving this manually or with paper invoices involves considerable effort. Payrexx Pages with the 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. Simplest solution, no setup required 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 own choosing. The therapist can see who has paid in the Dashboard. Ideal for recurring groups.

Model C: Prepayment before course start

For therapy courses (e.g. a 10-week language promotion group), the full course fee is collected before the first appointment via Payment Link or Page. Advantage: Maximum liquidity, no risk of dunning 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:

• Create a new page in the Payrexx Dashboard under Pages

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

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

• Optional: Add description and image

• Copy the 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 required for each new round.

4. Prepayment for Therapy Courses: Collecting KVG Co-payments in Advance

In a 10-week course, parents typically pay 10 × EUR 8–15 co-payment = EUR 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 accounts at the end of the course, better liquidity for the practice.

If the exact co-payment is only known after the health insurance company's final deductible billing, Model B (Page after each session) is recommended instead of prepayment – the amount is then variable and a Page with a fixed price is not suitable. For private services with a fixed course fee, prepayment is always recommended.

5. Parent Communication: Integrating Payment Information into the Appointment Confirmation

The simplest integration: Insert the Payment Link or Page URL directly into the course confirmation or appointment confirmation. Template text: 'Please pay your child's course fee before the start of the course using the following link: [URL]. You can pay with 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 also widespread and easy to use for older parents in Switzerland.

6. Data Protection (DSG): Parent 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 data processor in accordance with Art. 9 DSG. A data processing agreement (DPA) is required – Payrexx provides this upon request.

Do not use diagnoses or therapeutic details in the booking text or Page title. 'Language promotion 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 Payments

• Create a Payrexx account (the 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 a standard booking text: Group name + child's initials, no diagnoses

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

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

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