I hire a property management company to take care of all the management side of our properties. 

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

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

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. 

if you intend to talk to the company make sure the tenants signed release covers that, you might have to send it to them.

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).