As I wrote, a settlement procedure not a title search. 

Follow this six-step procedure to account for the property’s rental income and all the expenses.Step 1: Report 100% of rental income on Schedule E of Form 1040.Step 2: Deduct 100% of any direct rental expenses (such as rental agency fees and advertising) on Schedule E.Step 3: Allocate mortgage interest and property taxes between rental and personal use.

In Oregon anything over 2k if we dont do a detailed contract and a few other forms including, notice of right to lien, information notice to owner, notice of procedure, they will fine us 5k each form and possible suspension of license.

I write down checklists and procedures for various aspects of property management like leasing, make-ready repairs, lease renewals, evictions, etc., go over them with my PMs and make sure we're on the same page.Then I follow-up with them at least once a month to see how things are going, to check if we need to make adjustments to anything.

The fall out so far is that I am losing one dental office though.

---So, ask about their standard operating procedures and make sure your management contract has an easy termination clause.What are your options if you experience one of the above?

But you probably do and that is the bank in the form of mortgage payments, you must create standardized policies and procedures and MOST IMPORTANTLY  you have to treat all tenants the same or you can be involved in a possible fair housing or discrimination suit by some other tenant that did not get the special treatment. 

---So, ask about their standard operating procedures and make sure your management contract has an easy termination clause.What are your options if you experience one of the above?

This is typically the civil procedure you'll see, but it can vary state to state.  

That's why there are licensing procedures.