In my case, I have residential rentals in one LLC, commercial properties in another, self storage in a third, and my real estate company operates in a fourth.

What is generally needed to become HUD certified property management company? 

I've asked my current PM company to see if they have any contractors that could take a look

100% have your tenant go through their renter's insurance as well as I would make sure the insurance company is notified that the repairs are already underway, they have received a rent discount, and you covered a placement for a hotel. 

@Remington Lyman any suggestions on Property Management Company in Cleveland?

That is a lot units to manage on your own though so if you want an all-in-one, you just have to set the expectations, but most property management companies will not live up to it in the Northeast.

Your mortgage company dictates your insurance requirements.  

I have communicated this finding to the company via an email and will follow up with a call, my question is what more can I do in this situation?

We are currently using Excel for the most part for tracking the rentals, and using a third party account servicing company for tracking most of the seller financed loans (Weststar). 

They are specialty trust companies and banks that make this service the core of their offering.