From application to scan in four simple steps — we guide you every step of the way and coordinate directly with your care team.
Each step is designed to be as simple as possible. You focus on your pregnancy — we handle the coordination.
When applications open, our online form will walk you through everything we need to know. Before you begin, it helps to have a few things nearby: the name and contact information for your current OB or midwife, your household size and a general sense of your monthly income, the name of a facility where you would prefer to have the scan (if you know it), and a brief personal statement explaining your situation in your own words.
The application typically takes 10 to 15 minutes to complete. There are no trick questions and no perfect answers — we want to understand your story. After you submit, you will receive an automatic confirmation to your email address letting you know we received everything.
If you have trouble completing the form or need assistance, you are always welcome to reach out to us at grants@colterswatch.org and we will help you through the process personally.
Every application is reviewed by a member of our foundation team — a real person, not an automated system. We consider your household income relative to federal poverty guidelines, your insurance situation, your access to specialized imaging in your area, the gestational age of your pregnancy, and any risk factors your provider has noted.
Our typical review window is 5 to 7 business days from the date we receive your completed application. If we need any clarification or additional information, we will reach out to you directly by email. Please watch your inbox during this period and check your spam folder if you are expecting to hear from us.
We evaluate every application with compassion and without judgment. Financial hardship, geographic isolation, and limited insurance coverage are all factors we take seriously. We encourage you to apply even if you are uncertain whether you qualify.
If your application is approved, we contact you with the good news and begin coordinating directly with the imaging facility on your behalf. We work with the front desk or billing department to schedule your appointment and arrange payment — you will not receive a bill or be asked to pay anything out of pocket for the grant-covered scan.
We send payment directly to the facility. This protects you from any billing confusion and ensures funds are used specifically for your Level 2 ultrasound. Our foundation works to establish relationships with facilities across central and eastern Kentucky, and we are happy to help identify a nearby option if you do not have one in mind.
Once the appointment is confirmed, we will notify you with the date, time, and location — as well as any instructions the facility requests you receive in advance.
On the day of your scan, plan to arrive a few minutes early and bring a valid photo ID, your prenatal care records or a referral note from your provider if the facility requests one, and your insurance card even if your insurance does not cover the scan. The staff at the facility will already have your appointment on file and will know that Colter's Watch is covering the cost.
A Level 2 ultrasound is a detailed anatomy scan performed by a trained sonographer and reviewed by a maternal-fetal medicine specialist or radiologist. The scan typically takes 30 to 60 minutes and provides a thorough look at your baby's development, the placenta, amniotic fluid, and the umbilical cord. Color Doppler imaging, when included, gives your care team important information about blood flow.
After the scan, your results will be shared with your OB or midwife so they can incorporate the findings into your ongoing care plan. You are not alone in this — we hope this scan gives you and your provider the information and peace of mind you deserve.
Here is what to expect from the moment you submit to the day of your appointment.
You do not need to have everything perfectly organized. Gather what you can — we will work with you.
The name, practice, and if possible a phone number for your current OB, midwife, or prenatal care provider. We may contact them to confirm the referral for a Level 2 scan.
An estimate of your total monthly household income and the number of people in your household. You do not need exact figures — a reasonable estimate helps us assess your eligibility relative to federal poverty guidelines.
Whether you have insurance, who provides it, and whether your plan covers Level 2 ultrasounds or specialist imaging. If you are uninsured or underinsured, that is important for us to know — it strengthens your application.
If you have a hospital, clinic, or imaging center in mind where you would like to have the scan, we would love to know. If you do not have one, that is okay — we can help identify a facility near you.
A brief explanation in your own words about your situation and why you are seeking support. There is no length requirement and no wrong way to write it — this helps us understand your story beyond the numbers.
Approximately how far along you are in your pregnancy. Level 2 scans are most commonly performed between 14 and 24 weeks of gestation, so timing matters when we coordinate your appointment.
A few of the most common things applicants ask before they apply.
You do not need a formal referral to submit your application. However, we do ask for the name and contact information of your prenatal care provider. In some cases, the imaging facility may request a referral order before scheduling the scan, and we can help facilitate that process with your provider's office.
We understand that pregnancies do not always follow a predictable schedule, and sometimes women learn about our program after the ideal imaging window. We still encourage you to apply. While Level 2 anatomy scans are most commonly performed between 18 and 24 weeks, there may be clinical reasons your provider supports imaging at a different stage. We will evaluate each situation individually.
We will notify you by email at the address you provide in your application. Please make sure to check your spam or promotions folder if you are expecting to hear from us. If you have not received a response within 10 business days, you are always welcome to follow up with us at grants@colterswatch.org.
There is no cost to apply, and if you are approved, Colter's Watch pays the imaging facility directly up to the grant amount. You will not receive a bill for the grant-covered portion of the scan. If the total cost of the scan exceeds our grant amount, we will discuss that with you transparently before the appointment is confirmed so there are no surprises.
When applications open, the process is straightforward and we will guide you every step of the way. In the meantime, review who qualifies or reach out with questions.
Applications are coming soon. You can review eligibility criteria now and prepare your information.