SPECIAL NOTICE
| TO: | All Licensed Insurance Companies |
| RE: | Switch to State-Based System (SBS) for Complaint Communications |
| FROM: | Glen Mulready, Oklahoma Insurance Commissioner |
| DATE: | March 9, 2026 |
PURPOSE OF THIS NOTICE
On April 1, 2026, the Oklahoma Insurance Department (OID) will begin using NAIC’s State-Based System (SBS) External Company Complaint Portal to communicate with insurance companies about consumer complaints and provider grievances (complaints). The new portal allows you to view all of your complaint cases from a dashboard, and to exchange messages and attachments with the OID from within a case.
SBS for Organizations requires only one login to access all states that use SBS. Therefore, if you already use SBS for Organizations in other states and/or have an NAIC login, you do not need to create a new SBS for Organizations account. You will use your existing NAIC login. ONLY new users need to create a new SBS for Organizations account.
In either scenario, all users will need to associate their Oklahoma company with their accounts by using each company’s “Company Number” and “Company Complaint PIN”. Your organization’s unique Company ID and PIN are as follows:
Company Name: Company Name
NAIC No: NAIC CoCode
Company Number: Company Number
Company Complaint PIN: External Complaint PIN
Sign up for SBS for Organizations by following these simple steps:
Step 1: Go to www.statebasedsystems.com. Select Oklahoma from the jurisdiction drop-down and click Sign Up for SBS for Organizations.
Step 2: Follow the prompts to create your account and log into SBS for Organizations.
Step 3: Add your company to your account using the Add Entity function. For the “Type”, select Company Complaint. Then select Oklahoma for your jurisdiction and input your Company Complaint PIN above. You will need to input one additional piece of information to verify your company – FEIN, NAIC Cocode or SBS Company Number (found above).
Step 4: Begin using the Company Complaint Dashboard to simplify your company complaint process and respond to complaints. Be sure to sign up for notifications under “User Settings” so you receive system and email notifications when a new case attachment or message is available for review.
For additional security protections, please refrain from creating an account with a generic email. Each selected user within the organization should sign up with their own account.
There is a user guide available to walk you through adding your company to the portal, how to setup notifications, and how to add attachments and send direct messages via the portal to the DOI. Please review: https://www.statebasedsystems.com/solar/docs/CompanyComplaint.pdf.
Questions? Please contact the NAIC Service Desk with questions at sbshelp@naic.org.