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

Occupational therapy and speech therapy practices that enable parents to book online with immediate payment eliminate outstanding items 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 payment in occupational and speech therapy practices, how group therapies are billed at a flat rate, and why advance payment is particularly useful in the KVG/health insurance context.

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

In the KVG context, direct payment by parents is often an organizational problem: after each session, the therapist must either collect payment on site or issue an invoice. Both are cumbersome. Online booking with immediate payment – also for the co-payment – fundamentally solves the collection/dunning problem.

Even more relevant: in group therapies, 3–5 different parents must be billed separately and for different amounts (different deductible situations, different co-payments). Handling this manually or with paper invoices requires considerable effort. Payrexx Pages with a fixed group price per child, accessed by all parents, reduce the workload 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 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 choosing. The therapist can see in the Dashboard who has paid. Ideal for recurring groups.

Model C: Advance payment before course start

For therapy courses (e.g., a 10-week language support group), the full course fee is collected via Payment Link or Page before the first appointment. Advantage: maximum liquidity, no risk of overdue payments 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, create a new page under Pages

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

• Set amount: e.g., EUR 15 per session or EUR 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 required for each new round.

4. Advance payment for therapy courses: collecting the KVG co-payment in advance

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

If the exact co-payment is only known after the health insurance company's final deductible statement, Model A (Payment Link after each session) is recommended instead of advance payment – the amount is then variable, 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: 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. Sample text: 'Please pay your child\'s course fee before the start of the course via the following link: [URL]. You can pay using TWINT, credit card, or debit card.'

For parents unfamiliar with digital payments: include a brief explanation and recommend TWINT as the primary option – TWINT is widely used and easy to operate in Switzerland, even among older parents.

6. FADP data protection: parent data and patient data

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

Do not include diagnoses or therapeutic details in the booking reference or Page title. 'Language Support Group Tue 15:00' is correct – 'Speech Therapy Stuttering Group' contains therapeutic information 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 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 standard booking text: group name + child's initials, no diagnoses

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

• Monitor initial parent payments and adjust the workflow if needed

Payrexx Pages and Payment Links are available on 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, and track all payments in the same Dashboard.