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 structurally eliminate outstanding balances – 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 implement online payment in occupational and speech therapy practices, how group therapies are billed at flat rates, and why prepayment in the KVG (compulsory health insurance) context makes particular sense.

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

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

Even more relevant: in group therapies, 3–5 different parents must be billed separately and for different amounts (due to different deductible situations and individual co-payment amounts). Managing this manually or with paper invoices involves considerable 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 a customized Payment Link via WhatsApp. The amount is determined individually after the session. This is the simplest solution, requiring no setup other than a Payrexx account, and is 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 choosing. The therapist can see in the Dashboard who has paid. This is ideal for recurring groups.

Model C: Prepayment before the 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 payment reminders over the 10 weeks. This is especially 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 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 a 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 required for each new round.

4. Prepayment for therapy courses: collecting KVG co-payments in advance

For 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 need for 10 separate Payment Links, no outstanding balances at the end of the course, and better liquidity for the practice.

If the exact co-payment is only known after the health insurance company's final deductible statement, 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 easiest integration: insert the Payment Link or Page URL directly into the course or appointment confirmation. Sample text: 'Please pay your child's course fee prior to 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: include a brief explanation and recommend TWINT as the first option – TWINT is widely used and easy to use in Switzerland, even among older parents.

6. Data protection (DSG): parent data and patient data

The Payrexx Dashboard only contains payment data – no diagnoses, no therapeutic reports, and no patient records. For payment processing, Payrexx is considered a processor under 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 reference or Page title. 'Language Promotion 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 payments

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

• For group therapy: create a Payrexx Page for each group (one-time task, 10 minutes)

• Integrate the URL into your 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 reference: group name + child's initials, no diagnoses

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

• Monitor initial parent payments and adjust the workflow if necessary

Payrexx Pages and Payment Links are available in all plans, including the Free plan – no monthly subscription, no contract 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.