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?

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.

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?

Your mortgage company dictates your insurance requirements.  

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). 

I haven't worked with any of the two companies but that's because I've always had from developer financing and partners so I never needed it.

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

Otherwise you show the lease to your title company and have them credit you the stated deposit at closing.