PayFast + Loom Integration Guide for South African Healthcare & Medical
South African Tool
PayFast
South Africa's most widely used payment gateway, supporting EFT, credit cards, SnapScan, and more.
Referral incentives for developers and platforms — contact PayFast directly
Global Tool
Loom
Async video messaging tool for recording and sharing screen recordings, walkthroughs, and team updates.
Why this matters in South Africa
South African healthcare practices handle sensitive patient data daily. Manual billing, fragmented appointment systems, and paper-based records cost the average practice over 8 hours of admin per week — time that should be spent with patients.
Compliance note: All patient data handling must comply with POPIA (Protection of Personal Information Act). Medical aid billing must align with HPCSA and Discovery Health claim formats.
South African medical practices often struggle with high patient churn and administrative friction when explaining complex out-of-pocket costs or non-covered medical aid procedures. By pairing PayFast with Loom, practices can replace lengthy, repetitive phone calls with personalized, secure video walkthroughs that clarify billing statements and payment links. When a patient receives a custom Loom video explaining their specific invoice or co-payment requirements, they are more likely to settle their ZAR balance immediately via the embedded PayFast link. This workflow reduces the 8-hour weekly administrative burden by proactively addressing billing queries before they escalate into manual follow-ups. Because both platforms handle sensitive information, this process ensures that patient data remains protected under POPIA guidelines, as no clinical records are shared via the payment link itself. This approach transforms billing from a point of friction into a clear, professional touchpoint that respects the patient’s time and the practice’s operational efficiency.
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How to add PayFast to Loom
- 1
1. Create a dedicated, password-protected Loom folder for your practice to store billing explanation videos, ensuring all content remains compliant with POPIA data minimization principles. Avoid including any identifiable clinical diagnosis or sensitive medical history in these videos, focusing strictly on the financial breakdown of the invoice.
- 2
Generate a unique PayFast payment button or "Ad-hoc" payment link within your PayFast merchant dashboard for the specific service or co-payment amount due. Copy this URL to your clipboard, ensuring the payment request is denominated in ZAR and reflects the correct reference number for your practice’s accounting system.
- 3
Open the Loom desktop recorder and capture a brief, professional walkthrough of the patient’s digital invoice, clearly explaining the breakdown of costs not covered by their medical aid. During the recording, verbally direct the patient to the payment link you will include in the video description or the Loom "Call to Action" (CTA) button.
- 4
Navigate to the Loom video settings and utilize the "Call to Action" feature to insert your PayFast payment URL directly into the video interface. Label this button clearly, such as "Pay Outstanding Balance via PayFast," to provide the patient with a direct, secure route to settle their account.
- 5
Share the Loom video link via a secure, encrypted communication channel, such as a password-protected email or a secure patient portal, rather than unencrypted SMS or WhatsApp. Ensure the patient understands that this video is for their eyes only, maintaining the confidentiality required by the HPCSA for all patient-related correspondence.
- 6
Monitor your PayFast merchant dashboard for incoming ZAR transactions that match the reference numbers provided in your Loom video walkthroughs. When a payment is successfully processed, the PayFast system will trigger an automated email notification to your practice, confirming the settlement of the specific invoice.
- 7
Reconcile the incoming PayFast payments against your practice management software or accounting ledger to ensure the patient’s account is updated in real-time. This verification process is essential for maintaining accurate financial records for SARS tax compliance and internal auditing purposes.
- 8
Archive the Loom video once the payment has been confirmed and the patient’s account is settled to ensure you are not retaining unnecessary digital assets. Regularly audit your Loom workspace to delete outdated billing videos, keeping your practice’s digital footprint clean and aligned with POPIA data retention policies.
Free calculator
Are you still doing admin manually?
Calculate what it's costing your business in rands
Frequently asked questions
Is PayFast compatible with Loom?
Yes. PayFast and Loom can be connected via their APIs or through automation tools like Zapier. This guide covers the exact process for South African healthcare & medical businesses.
How long does the setup take?
Most businesses complete the initial setup in 1–3 hours. If you already have active accounts on both platforms, you can have a basic automation running in under an hour.
Do I need a developer?
Not for basic Zapier-based integrations. Custom API integrations will need development support. Melamu Tech Ventures builds these — get in touch if you need a tailored solution.