Physiotherapists: 5 tips for managing your billing efficiently

Billing as a physiotherapist in Switzerland can quickly become complex, with constantly evolving agreements and different tariff structures (KVG, UV, IV, etc.). To avoid administrative overload, it’s essential to understand the main billing rules, establish clear processes, and communicate effectively with patients and insurers. In this article, you’ll find five practical tips to simplify your billing management and stay focused on what really matters: your patients!

 

Tip #1: Understand the physiotherapy tariff structure and its changes

Essential foundations

The first step in managing your billing efficiently is to understand the tariff system used in Switzerland – particularly the one under the Swiss Health Insurance Act (KVG), tariff code 312. This structure assigns a number of tariff points to each physiotherapy service. In some cases, additional positions may apply (e.g. complex physiotherapy under position 7311).

The final amount is calculated by multiplying these points by the point value set at the cantonal level. For guidance, you can refer to our article on understanding and applying the KVG physiotherapy tariffs.

 

Stay informed about updates and revisions

The tariff structure is not set in stone. It may evolve – for instance, when new therapeutic skills are recognized or when adjustments are made by tariff partners.

 

• For example, a new tariff agreement will take effect on July 1, 2025, for accident insurance (UV), military insurance (MV), and disability insurance (IV). According to Physioswiss, this revision could lead to up to a 20% increase in compensation for certain services – a significant step forward for physiotherapists in Switzerland.

 

Tip #2: Set up clear and automated billing processes

Simplify administration with digital tools

Strong administrative organization is the foundation of smooth billing. With the right digital solutions, you can reduce your workload significantly and minimise errors. For example, OneDoc allows you to manage online bookings, patient reminders, and invoice tracking – all in one place.

When your billing is automated, you save valuable time to focus on care while maintaining solid financial control.

 

Structure your billing routine

Even with digital tools, it’s essential to define a clear workflow:

 

1. Create a billing schedule: Set aside weekly or monthly time slots for issuing invoices and reviewing patient records.
2. Sort by category: Separate invoices by KVG, UV, IV, and supplementary insurances.
3. Track prescription validity: Note the date of the first session, the number of sessions completed, and the remaining ones.

 

These habits will help you avoid claim rejections and maintain a clear overview of your billing.

 

Tip #3: Check prescription compliance

Mandatory fields and timing rules

A valid and complete prescription is essential to ensure proper reimbursement. In addition, the first session must take place within five weeks of the prescription date – otherwise, billing to the health insurer is not allowed (Art. 5, para. 2 of the Swiss Health Benefits Ordinance, KLV).

For follow-up series (up to the 4th prescription, i.e. 36 sessions), the first session must take place within 3 months of the prescription.

Beyond 36 sessions, the treating physician must send a report to the insurer’s medical advisor to obtain a guarantee of coverage.

 

Key points to watch when working with physiotherapy prescriptions

 

• Complex physiotherapy (position 7311): The diagnosis must clearly justify the complexity (e.g. neurological disorders, multiple conditions). The complexity must be stated at the time of billing and supported by the medical diagnosis.
• Group therapy (position 7330): This can be motivating for patients, but must be prescribed and billed under specific conditions. All group members must present similar clinical pictures to ensure the treatment meets the effectiveness and efficiency (EAE) principles (e.g. osteoporosis or cardiac rehab).

 

Tip #4: Communicate clearly with patients and insurers

Many billing issues arise from patients not understanding what their insurance covers. As you know, these rules can be difficult to follow. That’s why it’s important to guide your patients and explain what is reimbursed – helping reduce misunderstandings and build trust.

 

Tip #5: Stay informed and continue learning about tariff changes

Keep up to date to protect your practice

Swiss tariffs and regulations change regularly.

For example, starting in July, the new tariff agreement for UVG/MV/IV will come into effect. To avoid missing any updates or new billing codes, we recommend checking specialized sources like Physioswiss or this very blog on a regular basis.

You can also use tools like OneDoc’s billing software tailored for physiotherapists, that update automatically. This way you will never have to worry about outdated tariff rules. Plus, our solution offers many other features – like online booking – to help you manage your practice more efficiently.

 

Ready to take control of your billing?

Managing billing in physiotherapy requires a solid understanding of Swiss tariff systems and administrative procedures – especially since you are often a key contact for your patients.

To avoid overload, the key is to implement clear processes, systematically check prescriptions for compliance, and maintain open communication – with both your patients and the insurers. By staying informed about changes to the tariff system, you not only secure your income but also strengthen patient trust in the long term.